Brookfield, Vermont

Minutes of the Meeting of
TOWN OF BROOKFIELD SELECTBOARD
Town Clerk’s Office
September 13, 2021
THOSE PRESENT: John Benson, Chair; Jeff Kimmel, Dennis LaRocque, Brenda Flint, and Kate Threlkeld, Members; Tim Higgins, Road Crew Foreman; and Betty Lord, Secretary.
A. CALL TO ORDER: The Chair, Mr. Benson called the meeting to order at 6:30 p.m.
B. ADJUSTMENTS TO THE AGENDA: None
C. PUBLIC COMMENTS: None
D. HIGHWAY REPORT:
1. Access Permits – (1) Jacob Apel of Barre, VT, and (2) Jennifer and Thomas Buchino, Jr. of Milford, CT each requested the installation of culverts on class 4 roads in Brookfield on property which they own. The policy is that those requisitioning a permit will pay for the culverts and the Town will then maintain them. Mr. Benson made a motion to approve both requests as noted. Mr. Kimmel seconded the motion which was approved unanimously. (5-0-0)
2. Bear Hill Culvert – Mr. Benson made a motion to approve the application for a proposed replacement of a culvert on Bear Hill Road. Mr. Kimmel seconded and the motion carried. (5-0-0)
3 John Rice Culvert – Mr. Higgins will contact Mr. Rice of Chelsea Road to let him know that a study is being done to determine what size culvert is needed and once that study is completed, action will be taken to replace the culvert.
4. Emergency Grant for 21 July Storm – Mr. Benson made a motion to submit an Emergency Grant request to VTrans to help cover the costs of damage to roads during the storm of July 21. Mr. Kimmel seconded and the motion was unanimously approved. (5-0-0) The Board signed a letter to VTrans making this request.
Mr. Higgins also reported that the road crew has been ditching and will be starting work on Twin Pond Road tomorrow (September 14).
Mr. Benson talked with Mr. Doug Haggett regarding purchase of sand at his site on VT Route 14. Samples were taken to determine if the sand would meet the Town’s needs. Mr. Haggett also said that he had some gravel for sale. Site assessment, along with discussion of potential pricing and timing of activities, will continue.
Mr. LaRocque made a motion to go into Executive Session. Mr. Kimmel seconded and the Board went into Executive Session at 7:19 p.m. Mr. Benson made a motion to come out of Executive Session. Mr. Kimmel seconded and the Board came out of Executive session at 7:25 p.m. The nature of the session was informational, and no decisions were made.
The Board agreed to ask Harmony Electric P.C. to put the Town on their work schedule to upgrade electrical outlets and related items at the Town garage. It is estimated this work will cost approximately half of the budget in the line item “Highway Building and Grounds” that has a total budgeted amount of $15,000.
E. NEW BUSINESS:
1. LHMP Extension – Mr. Benson made a motion to approved the extension of amendment #1 for the Town Local Hazard Mitigation Plan with Two Rivers-Ottauquechee Regional Commission to August 23, 2022. Mr. Kimmel seconded and the motion was passed unanimously. (5-0-0)
2. Assemblage Permit – Myra Flynn Concert – Event had already taken place before the Board met.
3. Assemblage Permit – October 3, 2021 Market Day – Mr. Kimmel made a motion to approve the proposal for Market Day to be held on October 3, 2021 from 10 a.m. until 5 p.m. Mrs. Flint seconded and the motion carried unanimously. (5-0-0)
4. Halfway Brook Grants – Mrs. Threlkeld made a motion to make an application to VTrans for a grant to help with scoping and design as well for doing the repair work on the bridge on Halfway Brook Road. Mr. Kimmel seconded and the motion was unanimously approved. (5-0-0)
F. OLD BUSINESS:
Audit Report – Mrs. Flint reported that she had spoken with Braintree and other towns of similar size to Brookfield regarding their accounting practices. The Board agreed that Mrs. Flint will contact alternative accounting firms regarding potential bids and scopes of work for auditing services, and will coordinate with the Town Clerk/Treasurer to determine how the Board will move forward on working with an approved firm.
G. MEETING MINUTES OF AUGUST 23, 2021:
Mr. Kimmel made a motion to accept the minutes of the August 23, 2021 Selectboard meeting as presented. Mrs. Flint seconded and the motion was approved with Mr. LaRocque abstaining as he did not attend that meeting. (4-0-1)
H. PAYROLL AND AP WARRANTS:
Mrs. Flint made a motion to approve the accounts payable report as presented with a total amount of $78,336.37 and with the largest amount being $48,825.00 being paid to W.B. Rogers for sand. Mr. Benson seconded and the motion was unanimously approved. (5-0-0)
I. OTHER BUSINESS:
The Board signed the Lease Agreement/Utility Easement for West Street for under-road wiring repair work that was previously conducted near the Taplin property.
Mr. Kimmel has made notations on the recent Cemetery Rules document for suggested duties the potential Cemeteries Sexton (and other Town officials) might be responsible.
Mr. Benson reported that a fire hydrant installed a number of years ago near the Floating Bridge is not functioning properly. The Fire Department has applied to VTrans for a permit as it is sited adjacent to a state highway (VT Route 65). The Town Selectboard will need to sign the application as the Fire Department comes under the auspices of the Town. Mr. Benson made a motion to allow Mr. Kimmel to act as representative of the Board to sign the application when it is completed. Mr. LaRocque seconded the motion which was unanimously approved. (5-0-0)
J. ADJOURNMENT:
There being no further business to come before the Board, Mr. LaRocque made a motion to adjourn. Mr. Kimmel seconded the motion and the meeting was unanimously adjourned at 8:30 p.m. (5-0-0)

Minutes of the Meeting of
TOWN OF BROOKFIELD SELECTBOARD
Town Clerk’s Office
August 23, 2021
THOSE PRESENT: John Benson, Chair; Jeff Kimmel, Brenda Flint, Kate Threlkeld, Board Members; Tim Higgins, Road Crew Foreman; Betty Lord, Secretary; Ben Koren, Pete Mancauskas, and Larry Brassard. (Dennis LaRocque, Board Member, was not present at the meeting.)
ACTION ON WARNED REVISED CEMETERY POLICIES – Mr. Benson and Mr. Kimmel explained to those in attendance the changes made to the cemetery policies including, but not limited to, the ownership of the stones in the Town cemeteries. During the first 50 years of a stone being placed in a Brookfield cemetery the stone will belong to the family of the deceased. At the end of 50 years, the ownership of the stone will revert to the Town. Mr Benson made a motion to adopt the new cemetery policies as presented with the policies becoming effective as of the date of this meeting. Mr. Kimmel seconded the motion which was unanimously approved. 4-0-0.

CALL TO ORDER: The Chair, Mr. John Benson called the meeting to order at 6:37 p.m.
ADJUSTMENTS TO THE AGENDA: None
PUBLIC COMMENTS: Mr. Larry Brassard appeared before the Board to discuss the damage a recent storm had made to the road in front of his house and along his driveway. Mr. Higgins assured Mr. Brassard that something would be done to correct the problem within the next two weeks.

Mr. Ben Koren and Mr. Pete Mancauskas appeared before the Board to discuss plans for Oktoberfest and the 5K race to be held in Brookfield on October 9, 2021. Mr. Mancauskas reported that he was working with the State for a permit to close portions of Route 65. Mr. Koren stated that each neighbor along the race route will be notified of the time of the race, and when the road on which they live will be closed to traffic. Once the Board was satisfied that all details, including parking, closing of roads, signage, volunteers and State Trooper support, had been handled, Mr. Kimmel made a motion to approve the proposed Public Assemblage Permit from Brookfield Community Partnership to hold a 5K race and Oktoberfest celebration on October 9, 2021. Mrs. Threlkeld seconded and the motion was approved unanimously. 4-0-0.

HIGHWAY REPORT;
Personnel Issue – At 7:22 pm the Board went in to Executive Session to discuss a personnel issue. At 7:24 p.m. Mr. Benson made a motion to come out of Executive Session. Mr. Kimmel seconded the motion which was unanimously approved (4-0-0). The nature of the session was informational, and no decisions were made.

Mr. Higgins stated that extensive ditching and grading was being done. Mrs. Peterson and Mr. Higgins will make a summary of the repair work to be done following the recent storm and will send it to VTrans so the work can be put out to bid. Mr. Higgins reported that the work on Twin Pond Road should be started in a couple of weeks. He is still waiting for the decking for the Witts bridge repair.
The Board discussed getting someone to do an inspection of the bridges that are not large enough to come under VTrans consideration. By getting the costs of repairing these bridges now, the costs can be made a part of 2022-2023 budget. Mr. Benson made a motion to authorize the use of $4,000 for the inspection by October of at least two of the five bridges that need repairs. Mr. Kimmel seconded the motion which was unanimously approved. 4-0-0.
Mr. Benson and Mr. Higgins will work together on a letter to secure bids from suppliers for the purchase of sand for the next five years. The bid letter will go out to potential suppliers this Fall and will ask for pricing for sand to be delivered or sand loaded on the Town’s trucks.

NEW BUSINESS:
Adding Zoom option to Selectboard Meetings – Mrs. Peterson has mentioned to the Board that she finds it very difficult to hear when the phone is used to connect her to the Board meetings. Mr. Kimmel will contact Mrs. Peterson regarding pricing for a teleconferencing phone unit.
Public Assemblage Permit Godfrey/Robinson – Mrs. Flint made a motion to approve the Public Assemblage Permit for September 25, 2021 for the Godfrey/Robinson wedding. Mrs. Threlkeld seconded the motion which was carried unanimously. 4-0-0.
OLD BUSINESS:
Ben Koren – Oktoberfest – See above.
Audit Letter – Mrs. Flint has been reviewing the audit letter presented by Fothergill, Segale, and Valley. It was the decision of the Board to table the audit letter review to give Mrs. Flint an opportunity to see how certain issues are addressed by other towns in central Vermont of a similar size.
SELECTBOARD MINUTES OF AUGUST 9, 2021:

Mr. Kimmel made a motion to approved the minutes of August 9, 2021 as presented. Mrs. Flint seconded and the motion carried unanimously. 4-0-0.

PAYROLL AND AP WARRANTS-:

Mrs. Flint moved to accept the accounts payable report for a total of $57,093.52 with the largest expense being payable to WB Rogers for sand in the amount of $26,950.00. Mr. Kimmel seconded and the motion was unanimously approved. 4-0-0.
There being no further business to come before the Board, Mrs. Flint made a motion to adjourn at 8:39 p.m. Mr. Kimmel seconded the motion, and the meeting was adjourned. 4-0-0.
Respectfully submitted,
Betty Lord, Secretary

Minutes of the Meeting of
TOWN OF BROOKFIELD SELECTBOARD
Town Clerk’s Office
August 9, 2021
THOSE PRESENT: John Benson, Chair; Jeff Kimmel, Dennis LaRocque, Kate Threlkeld, and Brenda Flint, Board Members; Teresa Godfrey, Town Clerk; Tim Higgins, Road Foreman; Betty Lord, Secretary; and Kasey Peterson, Administration Assistant to the Board (by teleconferencing); and Ben Koren.
A. CALL TO ORDER: The Chair, John Benson called the meeting to order at 6:35 p.m.
B. ADJUSTMENTS TO THE AGENDA: None.
C. PUBLIC COMMENTS: Mr. Ben Koren appeared before the Board to discuss the closing of some Brookfield roads for a 5k road race. The race is scheduled to take place on Saturday, October 9, in conjunction with the Oktoberfest being held at the Old Town Hall on the same date. Mr. Koren requested that portions of Northfield Road, West Street, Stone Road, and Route 65 be closed. Permission has been granted by the State for the closure of a portion of state highway Route 65. The Sheriff’s Department has offered two patrol cars and two officers to help with the race. The named roads would be closed from 9 a.m. until 11a.m., with the race starting at 10 am and lasting approximately one and one half hours. The Board requested that Mr. Koren return to the Board with a complete plan showing the route of the race. He was also advised that proper signage should be placed at the beginning of the roads to prevent people from driving up to the race and having to turn around. Mr. Koren agreed to return to the Board with a complete plan and a Request for Permit(s).
D. HIGHWAY REPORT:
Grants in Aid Agreement for summer of 2022 – This is an award from the Vermont Agency of Transportation in the amount of $14,800 to be used mainly for culverts, ditching, and water quality improvements. The amount to be contributed by the Town for this project will be $3,700. Mr. Higgins will go over the plan with Rita Seto of Two Rivers-Ottauquechee Regional Commission to determine which projects will be included in the plan. Mr LaRocque made a motion, which was seconded by Mrs. Flint, to accept the Agreement as stated above. The motion was unanimously approved. 5-0-0.
Mr. Higgins reported all roads have been checked for repairs following the recent storm. He will contact VTrans to get an idea of time and materials for road repairs. He also reported that there are approximately 1,500 yds of sand remaining to be moved. The paving of cracks on the Ridge Road is complete. Mr. Higgins said that he continues to look for reasonable pricing for a new pump.
E. NEW BUSINESS:
1. Ben Koren – Oktoberfest (See above)
2. Covid-19 Memorial Service – On Sunday, September 19, 2021 at 3 p.m. there will be a statewide memorial service to honor Vermonters lost to COVID-19. All Vermonters are invited to attend and to bring their healing spirits. For other information regarding the event, contact Vermont Interfaith Action at 802-651-8889.
3. Teresa Godfrey -Town Clerk/Treasurer
a. Tax Rate – Mrs. Godfrey met with the Board to discuss the tax rate for the coming year. Mr. Benson moved to accept the tax rate based on the Fiscal Year Adjustment (credit) amount of $128,450.51 at the recommendation of the Town Treasurer, Mrs. Godfrey. Mr. Kimmel seconded the motion which passed unanimously. 5-0-0.
b. Town Report – Mr. Benson reported that Mrs. Godfrey had volunteered to prepare the Town Report for the coming year of 2021-2022 at no cost to the Town. The Board thanked Mrs. Godfrey for her generous offer.
4. Audit Letter – Mrs. Flint was asked to review the audit letter sent by Fothergill, Segale, and Valley. It was the decision of the Board to table the audit letter until the next meeting, allowing time for any questions by the members of the Board to be raised.
5. Purchase of the New Truck – Mr. Benson stated that payment for the chassis and cab would be due by January while the completed truck will not be delivered until the end of March 2022. The amount needed in January is $137,000. He reported that Mrs. Godfrey had suggested this money be taken out of the $250,00 surplus that is on the books. This way the financing for the total truck could be activated by the bank at the end of the March when the truck is delivered. The amount of $137,000 would be repaid to the surplus account when the total loan is issued, thereby saving the interest on same from January to March.
Mr. Benson made a motion to go into Executive Session for a personnel issue. Mr. Kimmel seconded the motion which carried unanimously (5-0-0) and the Board went into Executive Session at 7:25 p.m. At 7:30 p.m. Mr. Kimmel made a motion to come out of Executive Session. Mrs. Threlkeld seconded the motion which carried unanimously. 5-0-0. The nature of the session was informational, and no decisions were made.
6. Cyber-Security – VLCT has sent out a survey to ascertain the risk of towns in a cyberattack. Board members were reminded to back up data and secure information that comes in and goes out of their computers to the Town Clerk’s Office. All employees who have not done so must take a training course which outlines the steps to secure personal computers. Mrs. Peterson was asked to prepare a letter to come from the Board making it clear that if the course is not taken and computers are not backed up properly, VLCT may not pay the insurance covering the costs of a loss to the Town; this could result in a great expense to the Town. Mrs. Peterson was also asked to set up a training schedule.
7. Assemblage Permit – Mr. Dennis Tatro submitted a public assemblage permit application for the Morgan Mile Trotting Races to be held on September 25, 2021. Snow Road is to be closed from 1:30 p.m. to 3 p.m. for the trotting races. Mr. Benson made a motion to approve the assemblage permit as presented by Mr. Tatro. Mr. LaRocque seconded the motion which carried unanimously. 5-0-0.
F. OLD BUSINESS:
1. ARPA – (American Rescue Plan Act, a $1.9 trillion Federal stimulus package)
a. Public Meeting – The Town is slated to receive from the State of Vermont $70,000 per year for two years towards public health measures. A public meeting is to be held to give constituents an opportunity to address their wishes as to how the money should be used. There will be specific rules of how the money can be used and the public meeting will not be held until the rules have been issued and the Town has the opportunity to prepare the required documents.
b. Payment – The ARPA payment of $70,193.00 was received August 9.
G. APPROVAL OF MINUTES OF THE MEETING OF JULY 26 – Mr. LaRocque made a motion to approve the Selectboard minutes of July 26, 2021 as presented. Mrs. Threlkeld seconded the motion which was approved unanimously. 5-0-0.
H, PAYROLL AND AP WARRANTS – Mrs. Flint moved to accept the accounts payable report for a total of $37,963.70 with the largest expense being payable to the Town of Barre Ambulance Service in the amount of $33,116.76. Mr. Kimmel seconded and the motion was unanimously approved. 5-0-0.
I. OTHER PROPER BUSINESS:
Mr. Benson stated that he had the following items to bring before the Board.
1. The draft for the Cemetery Ordinance is now posted for public review. The draft will be warned for the next Board Meeting for consideration.
2. A letter had been received from TRORC thanking the Town for payment of the annual dues.
3. Mr. Kimmel will contact the Town Attorney to ask about the progress of payment from the insurance company insuring the individual who damaged the grave markers in the Ridge Road cemetery in November 2020.
4. Mr. Mangan presented a plan for the work he intended to do in the Town cemeteries this fiscal year. The Board agreed that Mr. Mangan could move forward with repair and maintenance work at the West Brookfield Cemetery.
5. Capital Plan – Mr. LaRocque will coordinate with Mr. Higgins in reviewing the equipment at the garage, what payments are being made, and an estimate of time and cost for replacements.
Mr. Benson made a motion to go into Executive Session for a personnel/salary question. Mr Kimmel seconded the motion which was unanimously approved (5-0-0) and the Board went into Executive Session at 9:35 p.m. Mr. Benson made a motion to come out of Executive Session. Mrs. Threlkeld seconded the motion which was unanimously approved (5-0-0) and the Board came out of Executive Session at 9:40 p.m. The nature of the session was informational; no decisions were made.
There being no further business to come before the Board, Mr. LaRocque made a motion to adjourn. Mrs. Flint seconded the motion which was unanimously approved (5-0-0) and the meeting was adjourned at 9:41 p.m.
Respectfully submitted,
Betty Lord, Secretary