Town of Pomfret 5218 Pomfret Road North Pomfret, VT Regular Meeting Agenda for 9/19/2018 at 7:00pm

Transcription

1 Town of Pomfret 5218 Pomfret Road North Pomfret, VT Regular Meeting Agenda for 9/19/2018 at 7:00pm Agenda Item Presenting Individual Timeframe 1. Call to Order Chair 7:00pm 2. Public Comment Chair 7:00-7:05pm 3. Review of Agenda Chair 7:05-7:10pm 4. Recurring Items and Reports, Including Items for Possible Vote: a) Minutes: 9/5/2018 & 9/12/2018 b) Warrants for Payment: Accounts Payable & Payroll 5. Business Items for Possible Vote: a) Financial Committee Assignments b) Highway Items i) Road Commissioner Update ii) Road Signs iii) Contracting for Snowplowing c) Employee Sick Time Documentation d) Town Hall Lighting e) Brick Building f) Scoping Study g) Tax Sale Properties h) Bar Harbor Bank Authorization Letter for Highway Reserve 6. Business Items for Discussion: a) Review of Assignments b) Selectboard Correspondence c) Agenda for Next Regular Meeting - 10/3/2018 Chair Joint Chair 7:10-7:25pm 7:25-8:30pm 8:30-8:50pm 7. Closing public comments & Adjournment Chair 8:50-9:00pm

2 Town of Pomfret 5218 Pomfret Road North Pomfret, VT Draft Minutes of the 9/5/2018 Pomfret Selectboard Regular Meeting Present: Frank Perron (Selectboard Member), Emily Grube (Selectboard Member), Scott Woodward (Selectboard Member), John Peters (Selectboard Member), Michael Reese (Selectboard Member), Neil Lamson (Lister), Norm Buchanan (Lister), Ellen DesMeules (Treasurer), Art Lewin (Highway Team Leader), John Moore (Planning Commission), Curt Peterson (Vermont Standard), Joanna Long, Norwood Long, Betsy Rhoades, Eric Morgan, Sarah Lauridsen, Ona Chase, and Steve Chamberlin. 1. Call to Order: Frank Perron called the meeting to order at 7:00 pm. 2. Public Comment: (a) Art Lewin asked about purpose of executive session. The Board noted it was for road crew hiring. (b) Ona Chase noted her apology to the Board that she posted to the listserv for her comments from last meeting. 3. Review of Agenda: Michael Reese moved, and Frank Perron seconded, to add the following agenda item: Listers request for approval of Errors and Omissions Certificate to be added to 4.d. The Board unanimously approved the motion. 4. Minutes: Scott Woodward moved, and Frank Perron seconded, to approve the 8/15/2018 Draft Minutes as written. The Board unanimously approved the motion. 5. Municipal Reports: Treasurer prepared financial statements for the last fiscal year. 6. Warrants for Payment: Scott Woodward moved, and Michael Reese seconded, to approve the following check warrants: # ($ ); #18018 ($5,548.76); #18019 ($2,839.26); #18020 ($675.00); #18023 ($621); and #18024 ($24,312.21). The Board unanimously approved the motion, and the warrants were signed. 7. Listers: Lister Norm Buchanan briefed the Board. Emily Grube moved, and Michael Reese seconded, to accept the Lister s Errors and Omissions Certificate requesting a change in acreage from 3.25 acres to acres for real estate identified by span number The Board unanimously approved the motion. 8. Road Commissioner Update: (a) Howe Hill Road Paving: Dave Thurber, of Springfield Paving, said we would be wasting our money at top of Howe Hill Road if we repaved that section. He consulted on options for the whole road, including reclaiming, rebuilding and repaving. (b) Howe Hill Road Core Samples: Art Lewin and Frank Perron met with a Pike Industries representative to take five core samples on Howe Hill Road. Where depressions exist, the subgrade has pushed away. At top of road they found two inches gravel and then hit sand. Another place had four inches gravel, indicating limited road base. We need to get advice from engineer. We will not not need to fix flat section.

3 (c) Allen Hill culvert: received a State Next Flood Permit. Contractor lined up. Weed is building custom slab, for wingwalls. We may need to get a written right of way. (d) Kenyon Hill Road: We received two quotes from busting up the stone from bank, $5,100 and another for $2,900. (e) Grants-in-Aid project on Rudge Road: The Board, Art Lewin and residents discussed plan ideas at length. Access permits were discussed. Frank Perron will meet with neighbors to review options. (f) Pomfret Road/Galaxy Hill Road: Still waiting for hydrological survey for culvert parallel to Pomfret Road. Emily Grube noted the intersection has gotten worse in last week or two. (g) Cloudland Road culvert: Horizons Engineering has started work. It will probably be box culvert. They ve done initial topographical survey. Will probably be slanted to road, instead of 90 degrees. (h) Road Grading: Grader operator Alan Rowell gave us for three days of grading. Labounty Road and Webster Hill Road berms taken down. (i) Culverts: We ve been getting quotes for installing culverts. 9. Fuel & Salt RFPs: (a) Salt: The Board agreed to await state bid pricing on salt purchasing before opening the bid received. (b) Heating and Propane Fuel : i. Heating oil and propane bids were opened: A. Irving: Fixed heating oil $2.624/gallon; propane: fixed $1.563/gallon; B. Dead River: fixed oil: $2.66/gallon; fixed propane; $1.68/gallon C. Suburban: propane: 1.875/gallon. No oil price. ii. John moved, and Frank seconded, to go with Irving for propane oil and heating oil. The Board unanimously approved the motion. (c) Diesel Fuel: Michael Reese moved, and Frank seconded, to authorize Michael Reese to negotiate a price with a diesel fuel provider. The Board unanimously approved the motion. 10. Funding for Howe Hill Road Paving Project: Scott Woodward noted the Town has about $290,000 available for paving. Emily Grube believes we should apply for a grant to fund paving for Howe Hill Road, especially because it is a connector road. Frank Perron noted a recent VTrans letter he received describing conditions the state may consider to take over a Town Road, so long as there are more than 400 cars per day. He will look into this further. 11. Update on Hiring Process: Frank Perron noted we received several applications and will be discussing it this evening. A member of the public asked why it took ten weeks to hire a new crew member. 12. Taxpayer Overpayments: Scott Woodward noted he overpaid his taxes, and it was immediately credited for February taxes instead of being offered a refund as required by 32 VSA 4774 as interpreted by the VLCT Municipal Assistance Center. The Treasurer explained the NMREC system does not allow her to know which taxpayers overpaid. Lister Norm Buchanan noted that HS-122 come in at various times, complicating matters. A member of the public noted the issue involves the Collector of Taxes instead of the Selectboard. Emily Grube moved, and Frank Perron seconded, to let Ellen handle tax overpayments how she wishes. Scott Woodward moved, and Michael Reese seconded, to amend the motion to add so long as our practice complies with 32 VSA The Board unanimously approved the amendment. The Board

4 unanimously approved the amended motion. 13. Dog Issue: Emily Grube noted a report from Dr. Herman that a dog on Caper Street escaped from an owner and injured someone. The dog had its rabies shot and is not registered. 14. Town Hall Lighting: Emily Grube reported that electrician Tom Leonard suggested changing porch light and adding lights to light parking area at estimated cost of $1,600. Frank moved, and Michael Reese seconded, that we approve up to $2,000 to install lighting on Town Hall and authorize Emily Grube to contract for the work. The Board unanimously approved the motion. 15. Brick Building Trim Work: John Moore presented a quote from a carpenter to fix the window sills at brick building. Emily Grube suggested getting quotes for the windows as well. Additional work includes a small amount of painting and repair of the northeast corner of the building which is sinking. 16. School Land Transfer for School Bus Parking: The Pomfret School District plans to transfer a school bus parking area back to the Town. The Board will review at a subsequent meeting to identify the exact location of the property. 17. School Building Health Issues: John Peters explained that Pomfret school children have relocated to the Woodstock Elementary School for a few months while the mold problem is addressed. 18. Town Buildings Scoping Study: Mike will report back. 19. Regional Commission Alternate Appointment: Scott Woodward moved, and Michael Reese seconded, to appoint Phil Dechert as the Town s alternate representative to the TRORC (Two Rivers Ottauquehee Regional Commission) Board. The Board unanimously approved the motion. 20. Pay Policy: Scott Woodward moved, and John Peters seconded, that we utilize VLCT s municipal assistance project for a cost of $92. The Board unanimously approved the motion. 21. Financial Committee Appointments: Scott Woodward briefed the Board on possible members in order to set up the committee that had been postponed this spring/summer. Emily Grube agreed to serve on the committee. Others will be approached. 22. Tax Sale Properties: Frank Perron learned from VLCT Municipal Assistance Center that the most common method used to sell town owed properties is through a bid process. However, we still need to provide a 30 day notice pursuant to statute despite the Town Meeting vote. Michael Reese moved, and Frank Perron seconded, to authorize Frank Perron and Emily Grube to arrange the 30 day notice and the bid process. They plan to include a reserve price. The Board unanimously approved the motion. 23. Next Meeting s Agenda: RFP for crushed stone and manufactured sand.

5 24. Public Comments: (a) Steve Chamberlin asked about status of road sand purchasing. (b) John Moore asked about purchase process of the tax sale properties. (c) Ona Chase asked about proceeds from the sale of the tax above the amounts owed to the Town. 25. Executive session: (a) Scott Woodward moved, and Michael Reese seconded, to enter into executive session pursuant to to 1 VSA 313 (a)(3) to discuss employment, provided that public body shall make decision to hire an employee in an open meeting and shall explain the reasons for its final decision during the open meeting. The Board unanimously approved the motion. (b) The Board entered into executive session that was attended by Frank Perron, Scott Woodward, and Michael Reese. (c) Frank Perron moved, and Michael Reese seconded, to exit executive session. The Board unanimously approved the motion. (d) Scott Woodward moved, and Frank Perron seconded, that we make an offer to John Peters for the position of Road Crew Worker, pending that he passes all requirements including a drug test screen and that for the time being the details of the offer package be held in confidence until we are able to secure acceptance. The Board unanimously approved the motion. 26. Adjournment: Michael Reese moved, and Frank Perron seconded, to adjourn the meeting. The Board unanimously approved the motion. Dated: 9/10/2018 Respectfully Submitted, Michael Reese, Clerk Approved by the Board at Meeting

6 Town of Pomfret 5218 Pomfret Road North Pomfret, VT Draft Minutes of the 9/12/2018 Pomfret Selectboard Regular Meeting Present: Frank Perron (Selectboard Member), Emily Grube (Selectboard Member), Scott Woodward (Selectboard Member), John Peters (Selectboard Member), Michael Reese (Selectboard Member), Art Lewin (Highway Team Leader), Ona Chase, Keith Chase, Curt Peterson (Vermont Standard), Valerie Chase, Eric Chase, Steve Chamberlin and Neil Lamson. 1. Call to Order: Frank Perron called the meeting to order at 6:00 pm. 2. Public Comment: None. 3. Meeting with contractor to investigate contracting highway snowplowing and other services: Contractor Eric Chase described the costs of contracting winter maintenance of certain Town highways. Those present discussed the pros and cons at length. The Board will research this topic further. 4. Hiring of road crew update and possible hire confirmation: a. Frank Perron reported on the hiring process of a new Road Crew member that included review of eight applications and interviews of three candidates. b. The Board determined that John Peters, Jr. had, among other attributes, the skills, experience, leadership, computer skills, independence, initiative, experience interacting with public and versatility to fill the role. c. The Town hired John as Road Crew member at $18.75/hour conditioned upon him fulfilling CDL (Commercial Driver s License) requirements. The position is currently subject to the conditions and practices referenced in the Town s Personnel Policy, as it may be amended. The position currently includes health and disability insurance, and state retirement. The Town has not entered into any other written or verbal agreements with John. 5. Adjournment: Frank Perron moved, and Scott Woodward seconded, to adjourn the meeting. The Board unanimously approved the motion. Dated: 9/17/2018 Respectfully Submitted, Michael Reese, Clerk Approved by the Board at Meeting

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11 Town of Pomfret 5218 Pomfret Road North Pomfret, VT September 2018 To Bar Harbor Bank, The Selectboard of the Town of Pomfret hereby gives both Ellen C DesMeules and Rebecca L Fielder the authorization to open and administer any CD for the Town. Signed Pomfret Selectboard, Frank E. Perron, Jr. John Peters, Jr. Michael Reese Scott Woodward Emily Grube