Select Board Agenda and Minutes

Date:  Monday April 03, 2017 (04/03/17)

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Select Board Agenda
Martin Memorial Hall
5259 Route 5, Ascutney, VT
Monday, April 3rd, 2017
7:00 P.M.

1. Call to Order

2. Comments from Select Board and Town Manager

3. Comments from citizens on topics not on agenda

4. Review minutes from previous meeting(s) 03/09/2017 / 03/20/2017

5. Act 148 Universal Recycling, Mary O’Brien and Ham Gillett

6. Transfer Station – Approve Single Sort Recycling Project

7. Award Single Sort RFP

8. Swap Shop

9. Conflict of Interest Discussion (Continued from 02/21/2017)

10. Sign Letter pertaining to Article 5 of 2017 Annual Town Meeting (Erosion)

11. Appointments
A. Ancient Roads Committee
B. Budget Committee (Four Openings)
C. Connecticut River Development Corporation
D. Connecticut River Joint Commission
E. Conservation Commission (Two four year terms open)
F. Fence Viewer (One Opening)
G. Fire Commission (Two Openings / One Year remaining from a Two-Year term, and a full Two Year term)
H. Parks and Recreation (Four Openings)
I. River Connection Regional Partnership Representative
J. Southeastern Vermont Community Action, Inc. Representative
K. Southern Windsor County Regional Planning Commissioner
L. Southern Windsor County Transportation Advisory Committee
M. Veterans’ Memorial Committee

12. Approve Warrant

13. Future Meeting Agenda Items
A. April 17th, 2017
- Town Plan Public Hearing (2nd of Two Hearings / Continued from 03/20/2017)
- Approve 2017 Local Emergency Operations Plan

B. May 1st, 2017
- Approve Summer Meeting Schedule

14. Adjourn

Select Board
Martin Memorial Hall
5259 Route 5, Ascutney VT
Monday April 3rd, 2017
7:00 PM

APPROVED 4/17/2017

Select Board Members Present: Daniel Boyer
C. Peter Cole
Lynn Esty
Amy Beth Main
Kelly Murphy

Select Board Members Absent:

Ed Morris, Town Manager

Others Present:
Michael Todd Edith Stillson Paul Tillman Tyler Waters
Colin Butler Westley Hazeltine Ernie Shand Ham Gillett

1. Call to Order
Ms. Murphy called the meeting to order at 7:00 PM.

2. Comments from Select Board and Town Manager
Ms. Murphy referred to the previous Select Board meeting (which she had been unable to attend) when several appointments had been made. Comments had been made about making appointments at the re-organizational meeting, that it had been too soon and that it was not the norm for the Board. Ms. Murphy said she had researched the Board meeting minutes back to 2008 and found that most years the appointments had been made at the first regular meeting following Town Meeting, but several times they had been made earlier. She asked the senior Board members if there was a policy regarding this practice. Mr. Boyer and Mr. Cole both said no, that things just tend to differ from year to year that affect the timing of appointments. Mr. Morris said things were done early this year because of important events that were coming up on the Select Board calendar.

It was agreed that at the next Town Meeting, a slide will be created to show the number of board vacancies and appointments to be made at the following Board meeting. It was also suggested that the Board vacancies be published in the Town Report.

Ms. Murphy asked Mr. Morris to address the concern raised by Mr. Fuller at the last meeting about a (perceived) discrepancy between figures given in the Town Report and those shown on the slide presentation regarding the General Fund.

Mr. Morris said that Mr. Fuller pointed out that in the slide, it stated “$126,580 revenue increase in the general expenditure. He went to page 68-69 (in the Town Report) and pulled the revenue from the budget of the year before - $944,920. If you add that to what we were asking for – it was in the $156 range – I don't remember exactly what he had said – it didn't match my number on the slide. I did a little bit of research on that – what that was is, that was the budgeted number that was put in the budget that went to Town Meeting. That didn't count the appropriations and stuff that were voted in. So when we redid that math, the $126,587 that we had quoted was the correct number – that was the change in the General Fund revenue.”

Mr. Boyer commended the Highway Department for a job well done during the last snow storm.

3. Comments from Citizens on topics not on the agenda
There were no citizen comments.

4. Review minutes from previous meetings –
Motion: To accept the minutes of March 9th.
Made by: Mrs. Esty Second: Mr. Boyer
Vote: Unanimous in favor

Motion: To accept the minutes of March 20th.
Made by: Mrs. Esty Second: Mr. Boyer
Vote: Unanimous in favor

5. Act 148 Universal Recycling – Mary O'Brien and Ham Gillette
Ham Gillette, Outreach Coordinator for Act 148, spoke to the Board about Act 148, the Universal Recycling Law. Mr. Gillette said the law goes into affect on July 1st of this year and it will require that all commercial haulers accept food waste separately from trash. All transfer stations will be required to make provision for and accept food waste as well. By 2020, all households will be required to keep food waste out of household trash. These efforts are being directed toward conserving space in the only landfill left in Vermont (in Coventry) and reducing the methane produced by the breakdown of food waste in the landfill. (Methane is considered a 'greenhouse gas'.) Mr. Gillette is a strong advocate for backyard composting and encourages people to compost their food scraps in their own back yards. He provided information on and dates of some upcoming composting workshops in the region. He said he is also working with Jennifer Wilmot at the school on a school composting project.

Mr. Gillette also provided information on household Hazardous Waste Collections, the new 'Paint Care' program, and battery recycling. He encouraged anyone with questions to call the Regional Planning Commission.

The Board thanked Mr. Gillette for the information.

Mr. Morris said they have been working with Southern Windsor Windham Solid Waste Management and Casella on the composting . We will have a 40-gallon tote (or two) in place at the Transfer Station. Food scrap collection is something that we will be able to charge for. We will be having that discussion in the next few months – how much to charge, what our philosophy will be – encourage people to do backyard composting or just cover our basic costs.

6. Transfer Station – Approve Single Sort Recycling Project
The Town has been running a deficit at the transfer station for the last couple of years - $29,587 in 2015, $34,505 in 2016. As of the end of February, things are looking ok with the changes that were made last year.

Windham Solid Waste collects our recycling right now, but will cease to do so after June 30th of this year.

There are currently four recycling collection bins at the transfer station. We collect 1 and 2 plastics only (required by state law). We take tin and aluminum; glass that is transported to Springfield; cardboard and paper (separately); and returnable bottles and cans.

Currently our charges are $35 per ton for recyclables. They were $0 until last August. We pay $485 to pull the three recycle containers (usually pulled weekly). We pay $135 to have the glass pulled to Springfield.

Our total annual cost for recyclables is $32,268.10. Total cost of the facility is $127,831.39.

Mr. Morris proposed getting rid of the 4 bins and putting in a 4-ton compactor and moving to single-sort recycling – taking all plastic (1-7), tin, aluminum, cardboard, and paper into the compactor. Glass and returnable cans and bottles would be collected separately.

An RFP was sent out about a month ago. One bid was received, from Casella. Casella proposes a $58.50 per ton handling fee. Mr. Morris said, “In their proposal, they proposed $115/ton minus what they call ACR or current recycling rate – that would be our revenue kick-back today, would make the sorting fee cost us $58.50. But then you're kind of playing the market if we do it that way. So we have a little bit of a decision to make there. As a manager I would rather lock into that $58.50 and if the recycling market turns around and Casella makes money, ok good. But we can budget $58.50. We can't budget a fluctuating market. That $58.50 is $5 more than it was last September or October. Who knows what it will be this summer.”

The hauling fee is $275 per haul (to Rutland). The sorting rate (now) is $58.50. The total cost is $29,404.22, which is a savings of $2,863.88 from what we are currently doing.

The project cost is estimated at $30,000. Using the cost savings only, it would be paid back in 10.48 years. The compactor is expected to last 20-25 years.

Mr. Morris said he had talked with Rich Svec (former manager) in Cavendish who said that locking into the fluctuating rate was their biggest mistake. The first few months they made money, but now it is costing them “a ton” and it was unbudgeted.

Mr. Morris said he is recommending a 3-year contract for a variety of reasons.

The compactor is estimated to cost $25,274 (installed). Mr. Morris said he believes it comes with one container – he would like to have two. Mr. Morris estimates it would cost an additional $5,000 for new concrete and some electrical work. He would also like to build a warming hut for the employee on site. (It will be built using scrap lumber at little to no cost.) The compactor would go where the recycling bins are now.

Mr. Morris said there is $63,771.68 in the Solid Waste Reserve Fund, which we were planning on using to pay for this project. However, SWWCSWMD is sitting on a reserve of money that they had collected from the towns when this all started, when they had the NH facility. It closed down, they got that money back and they have been sitting on it for a while. They have decided to disperse a lot of that back to the towns. We will be getting a check from them by the end of the year for $24,433, which will pretty much pay for the compactor. The compactor vendor is pretty certain he can sell our baler for $5,000, which would pretty much pay for the rest of it. Casella is willing to buy two of our four recycling bins for about $2,000 (Mr. Morris wants to keep two of the bins).

If the Board decides to move forward with this, Mr. Morris will be putting out an RFP for the compactor.

In summary, the benefits of the recommendation include:
• Reduced annual cost of recycling
• Maintenance and improvement of recycling services to citizens
• Provision of better service

Motion: To approve the Town Manager to proceed with the transition to single stream recycling services.
Made by: Mr. Boyer Second: Mrs. Esty
Vote: Unanimous in favor

Ms. Murphy commended the employees at the transfer station for going above and beyond in their everyday work. Great job.

7. Award Single Sort RFP
Motion: To go with Casella for the recycling at a rate of $58.50 for three years.
Made by: Mr. Boyer Second: Mr. Cole
Vote: Unanimous in favor

8. Swap Shop
We now have better estimates of what the Swap Shop is costing in employee time and
disposal costs - $12,319.56 annually. Mr. Morris still recommends closing it.

Motion: To close the Swap Shop starting July 1, 2017.
Made by: Mr. Boyer Second: Ms. Main
Ms. Murphy asked that a sign be posted on the Swap Shop door directing people to area non-profits that are willing to take the donated materials.
Vote: Unanimous in favor

9. Conflict of Interest Discussion (Cont. from 2/21/2017)
The landowner has been contacted and she has said that she doesn't want the dredged material.
Motion: To leave the spoils where they are because the landowner doesn't want it. Lesson learned.
Made by: Mr. Cole Second: Ms. Main
Vote: Mr. Boyer recused himself; all others voted in favor

10. Sign Letter pertaining to Article 5 of 2017 Annual Town Meeting (Erosion on the CT River)
Motion: To accept Article 5 of 2017 and sign the letter pertaining to erosion on the Connecticut River.
Made by: Mrs. Esty Second: Mr. Boyer
Vote: Unanimous in favor

11. Appointments
There were no appointments.

12. Approve Warrants

Motion: To approve the warrants for April 3rd, 2017 as follow:

General Funds Operating Expenses $25,176.31
Payroll $12,790.82

Highway Fund Operating Expenses $19,827.52
Payroll $9,608.79

Solid Waste Management Fund
Operating Expenses $3,179.89
Payroll $1,123.49

Library Operating Expenses $38.53
Payroll $1,210.88

Grants Operating Expenses $0.00

Agency Monies Operating Expenses $640.00

Reserves $325.00

Grand Totals Operating Expenses $49,187.25
Payroll $24,733.98

Made by: Mrs. Esty Second: Mr. Boyer
Vote: Unanimous in favor

13. Future Meeting Agenda Items
a. April 17th, 2017
13.a.i. Town Plan Public Hearing (2nd of two hearings/cont. From 3/20/2017)
13.a.ii. Approve 2017 Local Emergency Operations Plan
13.a.iii. Policy Review (request of Ms. Murphy)
b. May 1st, 2017
13.b.i. Approve Summer Meeting Schedule

14. Adjourn
Motion: To adjourn the meeting
Made by: Mr. Boyer Second: Mrs. Esty
Vote: Unanimous in favor

The meeting adjourned at 8:10 PM.

Respectfully submitted,
deForest Bearse

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