Town of Thetford PO Box 126 Thetford Center, VT 05075 (802) 785-2922 APPROVED: April 6, 2015 Agenda THETFORD SELECTBOARD REGULAR MEETING Monday, March 30, 2015 at 7:00pm. Thetford Town Offices 7:00-7:15pm. 7:15-7:30pm. 7:30-8:00pm. 8:00-9:00pm. 9:00-9:30pm. 9:30-9:40pm. 9:40-9:50pm. 9:50pm. Public Comment Minutes and Warrants Vermont Agency of Commerce and Community Development First Discussion of Upper Valley Fish and Game Club Draft Lease and Update Update with Chief Evans (anticipated Executive Session) Old Business -Community Appointments -Personnel Discussion Continued (anticipated Executive Session) Other Business -Annual Resolution on Meetings -Discussion and Planning of Upcoming Agendas Adjourn Stuart Rogers called the meeting to order at 7:01pm. Selectboard Members: John Bacon, James Dixon, Jessica Eaton, Jim Lanctot, and Stuart Rogers (Chair). Selectboard Absent: None. Community Attendees: Tracy Borst (Town Clerk), Floyd Cadwell, Carol Dahl-DeVries, Mary Dan Pomeroy, Chuck DeVries, Kimberly Edgar (Selectboard Administrative Assistant), Michael Evans (Police Chief), Anne French, Joan Goldstein (GMEDC), David Goodrich, Jill Graff (Town Treasurer), Bob Haynes (GMEDC), Bill Huff, Laurie Ingalls, Ann Karlene Kroll (Agency of Commerce), Ted Levin, Sandra Miller, Wayne Parks, Rhett Scruggs, Dwight Sergeant, Li Shen, Al Stone, Doug Stone, Heinz Trebitz, and Nancy Vaughan. Public Comment (7:01pm.) Floyd Cadwell asked why the DPW trucks were being driven with the plows and wings on them. The plows and wings add more weight onto the trucks impacting the road weight limits. Why is routine maintenance being performed by service centers vs. being down by the staff? The trucks are always March 30 2015 Thetford Selectboard Meeting Minutes Page 1
down at Sabil and Sons. Why? To remove the plows and wings are a quick disconnect. His taxes are paying for the road maintenance. Laurie Ingalls asked why nothing is being talked about involving the DPW. Stuart Rogers responded that the town hired a temporary equipment operator. Laurie Ingalls commented that we don t have the captain. Stuart Rogers responded that the lead position is being discussed. March 30, 2015 Warrants Reviewed (7:03pm.) MOTION made by Stuart Rogers to accept the March 30, 2015 Warrants as presented. Jessica Eaton Hughes Forest Timber Harvest from Dan Clark Logging dated March 27,2015: $11,668.56. Total Hughes Forest Timber Harvest to date from Dan Clark is $61,893.63. #9.3 $423.98 #11:2 $6,134.60 #12:1 $181,091.62 #13:1 $194.70 CC-2015-3 $2656.17 Timesheets IRS Mileage Rate for 2015 set to 57.5 cents per mile for business miles driven. The Selectboard affirmed that the Town will reimburse for business travel at the IRS Mileage Rate of 57.5 cents per mile. Poor Farm Road Conditions The Selectboard acknowledged the receipt of an e-mail from Sue Miller regarding the condition of Poor Farm Road following the recent Hughes Forest Logging Operations. Members of the Selectboard toured the section of the road. They acknowledged that the depth of the frost during this mud season was the reason for the condition and they felt that the road s current condition was not due to Dan Clark Logging Operations in Hughes Forest. Barre Training on Road Equipment for DPW Staff The Selectboard authorized permission to the DPW Staff to attend a training event on road equipment being held in Barre. Better Back Roads Event The Selectboard discussed attending the upcoming Better Back Roads Event being held in Strafford on Tuesday, April 7, 2015. The event will include information on available grants. March 30 2015 Thetford Selectboard Meeting Minutes Page 2
Town Fire Warden The Selectboard received a letter of resignation from Jeff Sirjane, the Town Fire Warden. MOTION made by John Bacon to nominate Thetford Fire Chief Chad Whitcomb for the Town Fire Warden position with the state. Stuart Rogers March 23, 2015 Minutes Reviewed (7:03pm.) MOTION made by Stuart Rogers to accept the edited March 23, 2015 Minutes as reviewed. John Bacon Vermont Agency of Commerce and Community Development Regarding Pompanoosuc Mills (7:29pm.) Ann Karlene Kroll (Agency of Commerce), Joan Goldstein (Green Mountain Economic Development Corporation), Bob Haynes (Green Mountain Economic Development), and Pompanoosuc Mills Owner Dwight Sergeant came before the Selectboard to discuss the current financial situation with the grant given to Pompanoosuc Mills. The history of the community block grant ($2.5 million dollar project loan) started with funding in 2005-2006 to allow Pompanoosuc Mills to expand their operations and hire more employees. Due to the economic downturn, Pompanoosuc Mills had to defer payments on the loan several times, in order to keep workers employed, as a public benefit. The deferred payments were modified to address the company s inability to pay back the loan. This was the rationale behind Green Mountain Economic Development Corporation s involvement by purchasing the building and leasing the building back to Pompanoosuc Mills. The current proposal being recommended by Ann Karlene Kroll to close out the agreement with the revolving loan with the town for approximately $400,000. Payments over this action would allow Pompanoosuc Mills to have opportunities to seek other financial capital. Pompanoosuc Mills fiscal year is from April 1 st thru March 31 st. Before the Selectboard makes any decision regarding Pompanoosuc Mills, Jessica Eaton and Stuart Rogers will meet with the Pompanoosuc Mills Owner Dwight Sergeant to further understand Pompanoosuc Mills current financial status. The information obtained will be brought back to the entire Selectboard for additional discussion before any action is undertaken. Latham Road and Bridge Project (7:49pm.) A VTrans Meeting was held on March 26, 2015 to review the Latham Road and Bridge Project. The proposed engineering project contained some misinformation and was not in alignment with the grant specifications for structures and paving grants. More survey information is needed before the project can move forward. First Discussion of Upper Valley Fish and Game Club Draft Lease and Update (7:55pm.) Stuart Rogers reviewed the March 11, 2015 State of Vermont Department of Environmental Conservation letter, the January 26, 2015 Agency of Natural Resources Environmental Assessment on lead and arsenic levels, and re-drafted the lease with the meeting attendees. March 30 2015 Thetford Selectboard Meeting Minutes Page 3
The meeting attendees were provided with an opportunity to share their opinions on each section of the re-drafted lease. The officers were asked how they plan to enforce access to the shooting range, since it will not be the Thetford Police Dept. s responsibilities. The re-drafted lease will be reviewed by the town s legal counsel prior to a finalized lease being developed. On April 23rd, 2015, Vermont will hold a public hearing on gun range recommendations and public comments will be taken in Montpelier. In addition, an informational hearing will be held in Hartland on April 29, 2015. Old Business (9:08pm.) Community Appointments (9:08pm.) The Selectboard continues to work on the 2015 Community Appointment. Other Business Town Service Officer for 2015 (9:10pm.) MOTION made by Jessica Eaton to appoint Laurie Ingalls to serve as the Town Service Officer for 2015 and to authorize Stuart Rogers to file the required paperwork with Vermont effective April 15, 2015. John Bacon Annual Resolution on Meetings (9:15pm.) RESOLVED made by John Bacon to affirm the Annual Resolution on Selectboard Meetings to be held on Monday nights starting at 7:00pm. at the Town Hall. Jessica Eaton seconded the resolution. VOTE: Unanimous, (5-0-0). Discussion and Planning of Upcoming Agendas (9:23pm.) James Dixon proposed that the Selectboard utilize a working list to organize the tasks and objectives that the Selectboard is working on. April 6, 2015 Regular Meeting Proposed Agenda Items: (9:25pm.) A. Treasure Island Advisory Council (TIAC)- Recommendations and Independent Inspection Report Discussion Tri-Town/Lake Fairlee Dam Renovation Project (9:32pm.) The Selectboard held a discussion regarding the current status of the Tri-Town Interlocal Agreement and the legal issues connected with the agreement, including what votes are needed by the three towns before the Lake Fairlee Dam Renovation Project can move forward. The Tri-Town Bond Vote has been changed from Tuesday, May 12, 2015 to Tuesday, May 19, 2015. Upper Valley Fish and Game Club Draft Lease (9:44pm.) The Selectboard held a discussion regarding the Upper Valley Fish and Game Club Draft Lease and the issues associated with lease, including noise levels, frequency of use of the club, hours when the range is closed, the petition signed by neighbors and the roll of the working group. No actions or decisions were made regarding the draft lease. March 30 2015 Thetford Selectboard Meeting Minutes Page 4
Executive Session (10:31pm.) MOTION made by Stuart Rogers to discuss personnel matters in Executive Session. James Dixon MOTION made by Stuart Rogers to enter Executive Session for Discussion of Matters as per 1VSA.subsection313.parapgraphs A1&3 for Personnel Matters at 10:31pm. James Dixon seconded the motion. VOTE: Unanimous, (5-0-0). The Selectboard invited Police Chief Evans to join them in the Executive Session. Return to Public Session (11:06pm.) Stuart Rogers called the Public Session back to order at 11:06pm. ACTION TAKEN: MOTION made by Jim Lanctot to accept the Amended Agreement with the Police Union concerning Section 103: Detail Rate. John Bacon Return to Executive Session (11:09pm.) MOTION made by John Bacon at 11:09pm. to re-enter Executive Session to discuss a personnel issue. Stuart Rogers MOTION made by John Bacon to enter Executive Session for Discussion of Matters as per 1VSA.subsection313.parapgraphs A1&3 for Personnel Matters at 11:09pm. Stuart Rogers seconded the motion. VOTE: Unanimous, (5-0-0). Return to Public Session (11:50pm.) Stuart Rogers called the Public Session back to order at 11:50pm. ACTION TAKEN: MOTION made by Stuart Rogers to advertise for the position of DPW Foreman, as per amended job description. John Bacon Adjournment at 11:55pm. MOTION made by John Bacon to adjourn the meeting at 11:55pm. VOTE: Unanimous, (5-0-0). Respectfully submitted, Kimberly S. Edgar Selectboard Administrative Assistant March 30 2015 Thetford Selectboard Meeting Minutes Page 5