Brookfield, Vermont

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.

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

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.

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.