Brookfield, Vermont

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.

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.

2019.01.28M

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.