Apr 112019
 

Town of Brookfield
Selectboard Meeting
March 25, 2019 at 6:30 P.M.
Town Clerk’s Office
Draft Minutes
 
Present: Cory Haggett, Jeff Kimmel, Dawn Conant, Ray Peck (Road Crew Foreman), Jon Binhammer. Mr. Benson was not available for the meeting.

Call to Order – 6:30 p.m.

 

Adjustments to Agenda – None

 

Public Comment –

Binhammer of the Brookfield Conservation Commission submitted a proposed list of recommended Commission appointees for the Selectboard’s approval.
Binhammer asked about the difference between Commission and Committee. Mr. Kimmel stated that a Committee would work as an advisory body to the Selectboard, while the Commission would be a formal independent body.
Binhammer says they plan to have a meeting to establish the Commision’s by-laws, Officers, etc. soon.
Kimmel recommended that the Selectboard table any decisions on the recommendations until the next meeting (April 8th), when all the Board will be there; Administrative Assistant Kasey Peterson will also be able to warn it on the agenda so that the public attend the meeting and/or comment.

 

New Business:
Highway

 

Certificate of Highway Mileage

The Board will need to put a notice in the Randolph Herald and post notices about a public hearing on the final determination of distances at the intersection of Montgomery Road and VT Route 14. The Selectboard will also notify adjoining landowners.
Work done on the intersection several years ago did not go through the final approval process at that time. The hearing will be planned for the regular Selectboard meeting on Monday, April 22, 2019. Once that happens the determination can be submitted to the state Agency of Transportation.

 

Other Highway Business

Peck spoke with Chris Bump (of AoT) and was told that if we are satisfied with the work on Witts Bridge then go ahead and pay Parent Construction. Mr. Haggett asked if the State had done their walk-through yet. Mr. Peck reported no, but as long as the Town is satisfied, all should be good.
Haggett is not in favor of paying until everything is all cleaned up and completed. Mr. Peck said he does not believe there is anything else left to do.
Ray stated that the chloride trailer needs some work and he would like to get a new tank for it at around $1,200 to $2,000.
Peck also spoke with Mr. Bump about state grant availability for the upcoming season, and we are #5 on the list for about $175,000 +/- of potential paving funds. Ridge Road is a likely candidate, and Mr. Haggett suggested that Mr. Peck look into where the worst portion is, how much the Town has to do, what is the likely cost for the repairs. The Board also inquired about whether the Town will reclaim material, and would the paving contractor jump around or want to do a large section at a time.
Peck noted that it is mud season, so the Road Crew is responding to those issues while continuing with normal work for this time of year. He also mentioned that they are running low on various materials.
Peck asked about the 1-ton pickup and the potential for replacement either this or next fiscal year. Mr. Haggett and Mr. Kimmel suggested that he do research regarding the purchase of a 1-ton and come to the next Board meeting to discuss his findings.

 

Budget Questions: Mr. Haggett made a motion that the Board wait to discuss this item until the next meeting (when Mr. Benson returns). Mr. Kimmel second: 2-0-0.

 

Quote from Vermont Computing: Mr. Haggett made a motion that the Board defer this item until the next meeting. Mr. Kimmel second: 2-0-0. Mr. Kimmel will ask Ms. Peterson to contact the firm regarding the estimate of time for this item.

 

Public Assemblage Permit – Randolph Area Food Shelf: Mr. Kimmel and Mr. Haggett reviewed the application. Mr. Haggett made a motion to approve the Assemblage Permit once the applicant provides additional information as to the routes being used. Mr. Kimmel second: 2-0-0.

 

Local Emergency Management Plan: Mr. Kimmel commented that both he and Mr. Benson have looked at and made markups to the document. Mr. Kimmel will talk with Ms. Peterson to complete edits and get the document in “final” form.

 

Old Business:

 

Approve Minutes of February 25, 2019 meeting: Mr. Haggett made a motion to approve the meeting minutes for the February 25, 2019 meeting; Mr. Kimmel second: no discussion: 2-0-0.

 

Approve Minutes of the March 11, 2019 meeting: Mr. Haggett made a motion to approve the meeting minutes for the March 11, 2019 meeting; Mr. Kimmel second: no discussion: 2-0-0.

 

Payroll/AP Warrants: Mr. Kimmel made a motion to pay the warrants totaling $57,145.64 with large bills that include: Parent Construction (Witts Bridge): $34,680.00; Evans Group (Diesel): $16,497.80.25; BCBSVT (Health Insurance): $3,934.30. Mr. Haggett second: 2-0-0.

 

Other Proper Business: None

 

Mr. Haggett made a motion to adjourn at 7:32 p.m., Mr. Kimmel second: 2-0-0.

 
 

Mar 262019
 

Town of Brookfield
Selectboard Meeting
March 11, 2019 at 6:30 P.M.
Town Clerk’s Office
Minutes
 
Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Dawn Conant, Dennis LaRocque, Ray Peck (Road Crew Foreman), Road Crew members: Dave Flint, Rich Hamblin, Rob Wheatley
 

Call to Order – 6:30 p.m.

 

Adjustments to Agenda – None

 

Public Comment – None

 

New Business:

 

Selectboard Organizational Meeting: Mr. Haggett made a motion to appoint Mr. Benson as Chair, Mr. Kimmel second. Mr. Benson asked for discussion – no discussion: 3-0-0.

 

Highway

 

Overtime Policy

Peck and the rest of the Town Road Crew would like to see a change to the Holiday Overtime Policy.
Peck mentioned that he thinks that if the Town Crew works a Holiday that they should get overtime pay for that day regardless of what other time they have worked during the week. There are some places where, if businesses have a policy that employees need to work more than 8 hours a day or 40 per week to get overtime pay, but he feels that if they have to work due to weather etc., which takes them away from family etc. on a Holiday, that it should be paid as overtime regardless of other time worked.
Benson commented that the Board needs to review the existing Town Policy and what is legally required according to the state Department of Labor and VT Leagues of Cities and Towns. Mr. Haggett mentioned that basic principle relies on what is indicated in the Town Personnel/Pay Policy.
Benson said the Board may have to change the policy regarding holiday pay and work hours, along with addressing sick pay and weekend hours, etc.
Benson said the Board would look into all the information and what the Town Crew has presented and figure out what can be done and get back to them. He noted that the Board will do the research and come up with a solution that hopefully everyone can agree on. Mr. Benson went on to thank the Crew for bringing their concerns to the Board for discussion.

Personnel Issue: Mr. Haggett made a motion to go into Executive Session at 7:30 pm.; Mr. Benson second: 3-0-0. The Board came out of the session at 7:45 p.m.

 

Other Highway Business

Peck inquired about the current budget status and what he has left to spend, as tires are becoming an issue. Mr. Benson told him he should sit down with Administrative Assistant Kasey Peterson and review funding to figure out what he needs to have to finish out the year for tires, sand, etc. Mr. Peck confirmed that, due to persistent Winter conditions, the Crew will need to get more sand.
They are going to start working on getting the catch basins opened up before the warm weather hits.
Peck asked about the potential garage addition being built this year. Mr. Benson commented that at $25,000 a year from the Town it will be awhile considering the preliminary estimate was almost $200,000 and doesn’t include everything needed for the addition. He suggests that Mr. Peck and the Board meet and come up with more of a complete plan (tool room, heat, flammable storage, mezzanine, etc.) on what is wanted and needed, and then go from there. Contact some design/build firms as well to help put together documents/plans for bidding. Once this is done the Board will have a more defined cost and how to pay for it, and then offer a proposal at Town Meeting next year for a vote.
May and June of this year would probably be the best time to have a meeting to work on this matter (once Winter weather and mud season are done).

 

Appointment of EC Fiber representatives Dan Childs and Stuart Edson: Benson made a motion to appoint Dan Childs (Primary) and Stuart Edson (Alternate) as the EC Fiber Representatives for the Town of Brookfield; Mr. Haggett second; Mr. Benson asked for discussion – no discussion: 3-0-0. Mr. Childs noted that at least 12 miles of the ECFiber network in Brookfield have been completed so far.

 

Approve Town Meeting Minutes: A couple of edits to the minutes were suggested. Mr. Haggett made a motion to approve the Town Meeting minutes once the necessary changes have been made; Mr. Kimmel second; Mr. Benson asked for discussion – no discussion: 3-0-0.
Old Business:

 

Approve Minutes of February 18, 2019 meeting: Mr. Haggett made a motion to approve the meeting minutes for the February 18, 2019 Selectboard meeting; Mr. Kimmel second; Mr. Benson asked for discussion – no discussion: 3-0-0.

 

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

 

Payroll/AP Warrants: Haggett made a motion to pay the warrants totaling $26,164.92 with large bills that include Hebert Excavation (Sand): $12,456.00; White River Valley Ambulance (Ambulance): $3,596.25; Cargill, Inc. (Salt): $2,578.21. Mr. Kimmel second: 3-0-0.

 

Other Proper Business:

LaRocque offered a copy of the Brookfield Board of Adjustment minutes from a 1990 meeting regarding Stone Road – Cushing property information research. Mr. Benson mentioned a couple of land surveyors to get proposals (Scope of Work) to perform road survey work.
Regarding the Town-wide appraisal in 2020: VT Appraisal Company will need to have access (via cloud) to NEMRC for the project. Mr. Benson suggested the Board have Ms. Peterson look into what the company needs and how the Town can accommodate it, along if there are additional costs that would need to be included in next year’s budget.
The Town has not yet received a final bill from Parent Construction for the Witt’s Bridge project. We also need to have the state inspect the project soon, and when the final bill comes, be prepared to submit all of our paperwork at that time.

 

Kimmel made a motion to adjourn at 8:00 p.m., Mr. Haggett second: 3-0-0.

 
 
 

Mar 262019
 

Town of Brookfield
Selectboard Meeting
February 25, 2019 at 6:30 P.M.
Town Clerk’s Office
Minutes
 
Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Dawn Conant, Ginny Brees, Brenda Flint, George Zebora
 

Call to Order – 6:30 p.m.

 

Adjustments to Agenda – None

 

Public Comment – None

 

New Business:

 

Town Meeting Day – Informational Meeting

 

Benson went over the Articles to be discussed and voted on at Town Meeting. The first item was the $5,000 to be allocated for the Emerald Ash Borer issue.

Zebora asked if this money is for a contract, has the Town looked at companies specifically and gotten bids. Mr. Benson responded that this is the number the Public Safety Advisory Committee suggested to start looking at our options, figure out where to start, and then proceed with a plan.
Flint commented that there are many trees in the ROW, which will eventually fall and hit power lines or pose other hazards. She asked if the Town knew how many miles of roadway have trees posing a potential problem. Mr. Benson responded that there isn’t a detailed inventory yet, and the Board would need to work with Ray Peck (Road Crew Foreman) to gather that information.
Kimmel noted that Kate Forrer from UVM Extension would be at the Town Meeting to discuss the ash tree problem and recommendations.
The Town doesn’t yet have a plan for harvesting the trees, but that will be part of the planning process.

The Mystic Star Lodge (Masonic Temple) requested a tax stabilization for a period of 5 years. While it is a private organization, the Board noted that it has contributed its space in the past for Town functions, along with various other community functions.
On the Warning items regarding funding for proposed additions and renovations at the Town Garage: Mr. Benson indicated that the amounts requested are an attempt to initiate discussion at Town Meeting about long-term planning for the Garage site. The Town is having a contractor come up with a preliminary design/cost plan. The Town can either opt to put money aside over a few years once the cost is known or can vote (next Town Meeting likely) to spend the total amount (with a loan or tax increase) to just build the addition. At such time the Town would put the job out to competitive bid and go from there.

Zebora asked about possible money for the upgrade of Eagle Peak Road as during the winter 2 cars cannot always pass each other and mud seasons are horrible with residents having to park and walk to their houses. Mr. Benson commented that the Board and Road Crew review road priorities annually, and the Town cannot afford to upgrade all the roads every year. The Board will continue to work with Mr. Peck to figure out what can be done.
Brees asked if there was going to be a drawing and list of what the Town wants for the garage addition. Mr. Benson said they will have a drawing and a ball park idea/range at Town Meeting for discussion

Change in Town Clerk/Treasurer term of office: Mr. Benson suggested that Clerk/Treasurer Teresa research what other Towns were doing, and describe the rationale for increasing the terms to 3 years instead of 1. Ms. Godfrey will likely address the question at Town Meeting.
Survey on Stone Road: there is an ongoing issue with cars that are allegedly parked illegally, and the Orange County Sheriff’s Department has been asked to monitor the situation. The next step is to survey a portion of the road to determine where the centerline and Town’s Right-of-Way are located.
Up-coming Town-wide Reappraisal: the Town has accumulated the funds from an annual state contribution, and has the money already set aside for the project. Brookfield hasn’t done a reappraisal since 2007; this next one will be done in 2020.
Zebora asked if it is legal for the Town to make money, and if someone came up with an idea that the Town could use to make money, could they? Mr. Benson commented that if there is an idea, the person(s) should come to a Board meeting with research and information on the idea and the Board would look into it.

 

Highway
Peck was not in attendance at meeting; Mr. Haggett had information regarding Highway activities. Witts Bridge is about complete, although there still needs to be some finish work on the stonework for the bridge.
Haggett moved that the Board go into Executive Session at 7:29 regarding a personnel issue, Mr. Kimmel second: 3-0-0. The Board came out of the session at 7:32 p.m.
Benson wants to make sure that we recognize the following at Town Meeting; Dee Montie’s service to the Town, along with the work Mr. Peck and the Road Crew have done to get Witt’s Bridge repaired and back in service. Also, the Board will report on the planned reappraisal and the existing funding for it.
Winter update: the Crew has gone through the sand supply and will need to order more, so the Board and Mr. Peck will need to continue monitoring the budget funds allocated for sand and chloride.
Talk about equipment order and how we do not pay for until next fiscal year (happens once every 3 years – rotation).
Old Business:
Approve Minutes of February 18, 2019 meeting: deferred until the next Board meeting.

 

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

 

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

 

Other Proper Business:

The Board will need to announce a search for a new (Zoning) Administrative Officer at Town Meeting.
Reminder: Annual Town Meeting on Tuesday, March 5, 2019 at the Brookfield Elementary School at 10:00 a.m.

 

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

 
 

Feb 202019
 

The Town of Brookfield
Selectboard Meeting
25 February 2019
Town Clerk’s Office
Agenda
1. Call to Order
2. Adjustments to the Agenda
3. Public Comment
4. New Business
A. Town Meeting day – Informational Meeting
B. Highway
5. Old Business
A. Approve Minutes of the 18 February Meeting
B. Certificate of Highway Mileage
6. Payroll/AP Warrant
A. AP and Payroll Warrants
7. Other Proper Business
8. Adjournment

Feb 052019
 

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

Jan 172019
 

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

Call to Order – 6:30 p.m.

 

Adjustments to Agenda – None.

 

Public Comment – Public Safety Advisory Committee

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

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

 

New Business:

 

Highway

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

 

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

Highway Budget

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

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

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

 

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

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

 

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

 
 

Old Business:

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

 

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

 

Other Proper Business:

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

 

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

 
 

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.