Dover Select Board Regular Meeting Minutes Dover Town Office June 3, 2014

Transcription

1 THESE MINUTES ARE NOT OFFICIAL UNTIL THEY HAVE BEEN APPROVED BY THE DOVER SELECT BOARD Select Board Members Present: Vice Chair Victoria Capitani, Linda Holland, Tom Baltrus, Joe Mahon Select Board Member Absent: Chair Randall Terk Also Present: Town Administrator, Carlo Pilgrim & Recording Secretary, Jeannette Eckert Public: Ken Black, Jim McDevitt, Randy Johnson, Bob Holland, Brian Siano Regular Meeting Called to Order by Vice Chair Victoria Capitani at 6:30 PM I. Public Comments: Victoria Capitani: There is a possibility of an approval request for a catering permit by Brett Sewing which will be addressed in Liquor Control II. III. Consent Agenda A. Minutes: Approve from May 20, 2014 On a motion by Linda Holland, seconded by Tom Baltrus, the Board unanimously approved the minutes of May 20, 2014 B. Warrants: Approve Weekly Warrants for May 24, 2014: $30, P/R; $73, A/P for a TOTAL of $103, and May 31, 2014 for $838, On a motion by Linda Holland, seconded by Tom Baltrus, the Board voted to approve the weekly warrants of May 24 and May (Baltrus abstained) Highway Department: Bob Holland A. Paving Bids: Reclamation w/cement Reclamation w/chloride Paving All States Asphalt $5.68/sq. yd. $1.91/sq. yd. No price Lane Construction $2.85/sq. yd. $2.00/sq. yd. $76.00/ton Pike Industries $3.75/sq. yd. $3.00/sq. yd. $69.79/ton Whitcomb $4.35/sq. yd. $1.95/sq. yd. $74.74/ton Dailey $4.89/sq. yd. $2.12/sq. yd. $73.75/ton Reclaiming process mix cement with it because it worked well last year Lane was the low bidder on reclamation Pike was the low bidder on paving $200,000 surplus from last year Will use $47,000 of the surplus in order to complete what needs to be done Dover Hill Rd, Holland Rd to Common, Sugarhouse Rd, Bluebrook Rd Paving is $1.00 over last year; reclamation is $.30 over On a motion by Linda Holland, seconded by Tom Baltrus, the Board unanimously awarded the bid for reclaiming w/cement to Lane $2.85/sq. yd. and to Pike Industries for paving at $69.79 per ton It was brought to the Board s attention from Lane Construction representative Brian Siano that their bid for reclamation with cement was incorrect. Bid should read $4.85/sq. yd. Linda Holland rescinds her motion for reclamation based on incorrect information The Board will table reclamation bids until numbers from all bidders can be confirmed award the bid for paving only to Pike Industries at $69.79/ton Page 1 of 5

2 B. Request to purchase a utility trailer large enough to carry two lawn mowers (item not on warned agenda) Rec d bids from: Lucky $28,050 Troy Arctic $41,000 Pinnacle $42,000 Recommend purchasing from Lucky s at $28,050 In small equipment budget already Board cannot vote on an expenditure when it is not on the agenda Approve and ratify at next meeting June 17 th IV. Economic Development: Ken Black A. Town Hall Internet Costs Duncan does not want to do it The current cost to install DSL at the Dover Town Hall is $65/month for 15 Mbps down and 1 Mbps up at the business rates. The cost for 7 Mbps down and 768 Kbps up is $ Fairpoint will waive the installation fee and we already have a modem. Contractual commitment of two years Consensus of the Board is to hold off on a decision & wait for cell tower Cell tower should be in place in the near future Holding Select board meetings at the Town Hall when internet would be utilized is not in the near future We have not received any cost estimates to fix the repeater connection on the sign in front of Layla s. We will therefore be adding a repeater to the front of Palmiter s Real Estate business B. Google Search for Town Website Big project to update the website should have a committee $1500 charge to implement Licensing fee from Google is based on the number of queries We do an average of 2257 visitors per month per search Would make the website easier to navigate & a nice add on Can we structure the payment to when it is up and running---so it is accomplishing what we envision it to accomplish? Ken will report back on this C. Valley Trail B+ Scoping Study and the Bike/Ped Grant Spoke with Jon Kaplan contracts administrator for AOT He advises that we can apply for two grants simultaneously There is no liability no repayment needed if scoping study is done and we decide against the project Recommend applying for grant--$30,000; 90/10 split Will require RFP process for bids Page 2 of 5

3 On a motion by Linda Holland, seconded by Joe Mahon, the Board unanimously agreed to apply for the Valley Trail B+ bike/pedestrian grant D. Selling of band related merchandise at Dover Park concerts Spoke with Kevin Parry regarding contracts One part involved selling of items (CD s) at events; unique items Different than prior issues regarding food/drinks: merchandising items for each band such as CD s & t-shirts; very specific to each band Board was in unanimous agreement that selling band specific merchandise was acceptable and advised Ken to submit contracts as proposed E. FYI: Down overall for 1st quarter 2014 as compared to 2013: 1.9% decrease in meals & rooms and 22.7% decrease in sales; but still did quite well V. New Business: Carlo Pilgrim A. Review employee evaluation forms Several types of forms were distributed to the Board for review and feedback Randall Terk had expressed interest in self-evaluations Consensus of the Board was the Managerial/Employee Performance Evaluation by Amsterdam Carlo will customize form for Town of Dover and send to Board for review Dept. heads will each do a self-evaluation Dept. heads can determine which form they want to use for their employees Carlo will B. Warning for June 23 rd beginning at 8:00AM listed alphabetically by last name All dept. heads: Hwy, Zoning, Police, Econ Dev., Town Administrator VI. Unfinished Business: Carlo Pilgrim A. Signing of the Credit Card Policy MasterCard will read Town of Dover Police Department Chief Randall Johnson Bills will go directly to Police Dept. Shelley will complete detailed form & return to Patty for payment Need to determine limit. School s limit is $5,000 have Chief Randy Johnson and Vice Chair Victoria Capitani sign the credit card application with a $2000 maximum per month accept the Town of Dover credit card policy as presented VII. Police Department: Randy Johnson A. Apprenticeship Program for Officers Bob Edwards had supported this concept VT Labor Board came and spoke with Randy Believes that an agreement needs to be in place for new candidates upon hiring Page 3 of 5

4 Rec d feedback from other Police chiefs that have implemented this program o Some depts. gave compensation in a variety of ways There is roughly 55 hours of training per week at the Academy o Propose to pay for 40 hours per week plus travel expenses History of giving a dollar more per hour once officer completes Academy training Candidate is not going to the Academy until first week in August so there is time Jim McDevitt: What if an officer is injured in the 15 hours that are not being paid for? I can see where this could be challenged and result in a worker s comp. case. Don t like the concept of not paying someone for work being done is a solution to pay straight time rather than premium time? Fair is fair when it comes to compensation Bob Holland: When road crew personnel need a CDL course, they are only paid at regular rate for the hours put in, no overtime Board response: This is a unique situation to the PD; a requirement of employment Officer could end up not staying with the Town once Academy is paid for They have a skill that they can take anywhere; suggest a fixed stipend I don t think there is anything in the current personnel policy that addresses this--it needs to be in place for the next new hire before apprenticeship program can be adopted We cannot pay straight time as our current policy indicates overtime pay for PD It should be formally adopted if we are going forward Think it should be tabled until we have more time to review this Perhaps consult with the VT Apprenticeship Council More concerned with how the program is implemented and when Carlo will revise current personnel policy to reflect these changes and have the Board approve it going forward Discussion tabled until Board votes place item on agenda for June 17th VIII. Local Board of Liquor Control On a motion by Linda Holland, seconded by Tom Baltrus, the Board recessed and convened as the local Liquor Control Board On a motion by Linda Holland, seconded by Joe Mahon, the Board unanimously approved the following: A. Special Event Permit for Eden Ice Cider Company, Vermont Wine & Harvest Festival, Sept *Note that in the past there has been a blanket permit by the event organizers with several vendors listed on one permit application B. Request to Cater Permit for Brett Sewing, if required *Note that the permit was approved, if required, in order for Mr. Sewing to serve alcohol at his own wedding at Big Bear s Lodge on June 14th. After much discussion, it was determined by the Dept. of Liquor Control that a catering permit was indeed necessary On a motion by Linda Holland, seconded by Joe Mahon, the Board adjourned as the local Liquor Control Board and reconvened as the Dover Select board Page 4 of 5

5 IX. FYI: Carlo Pilgrim A. VLCT Governmental Accounting & Auditing Symposium Thursday, 06/19 B. Dover Wilmington Valley Trail Grand Opening, Saturday June 10 AM *Victoria Capitani & Carlo Pilgrim will attend C. VLCT Spring Planning & Zoning Forum, June 4, 2014 D. Deerfield Valley Stump Jumpers invitation to annual dinner, June 21 at Roadhouse at 5pm, RSVP by June 14 th Board will Carlo if planning to attend E. Flags: (not a warned agenda item) Dropped the ball this year on the placing of American flags along Route 100 beginning Memorial Day weekend Propose to purchase new flags o There are still some that are usable others need to be replaced Discussion tabled to next meeting for approval of expenditure on new flags Road crew will be responsible for installing the flags on the telephone poles X. Liaison Reports: None XI. Executive Session for Personnel move into Executive Session at 8:20pm Present: Bob Holland, Carlo Pilgrim, Victoria Capitani, Linda Holland, Tom Baltrus, Joe Mahon move out of Executive Session at 8:35pm. Decision: Bob Holland will keep the Board informed XII. Meeting Adjourned at 8:35pm Respectfully submitted by Jeannette Eckert Select Board Recording Secretary Public notices of these minutes have been posted at the following locations: Dover Town Clerk s Bulletin Board, Dover Town Meeting Bulletin Board, Dover School Dover Free Library, East Dover Post Office, Town of Dover Website: Page 5 of 5