Select Board Agenda and Minutes

Date:  Monday March 19, 2018 (03/19/18)

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Select Board Agenda
Martin Memorial Hall
5259 Route 5
Monday, March 19th, 2018
7:00 P.M.
REGULAR MEETING

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) 03/05/2018 - 03/08/2018

5. Preferred Site Request and presentation for Hodgdon Solar Project/GroSolar

6. Discuss the uses of the Town Seal and other Town Identification

7. Select Board/Town Manager Goals

8. Budget Update

9. Board of Liquor Control Commissioners
    a. Abbott Brown Inc. / dba Inn at Weathersfield, The
        - First Class License Renewal

10. Approve 2018 Police Patrol Contract with US Army Corps of Engineers

11. Appointments
     A. Acting Town Manager
         - Darlene Kelly
     B. Animal Control Officer
         - Cathy Sullivan
     C. Budget Committee (Five Openings)
         - Cynthia Porter
     D. Connecticut River Joint Commission
     E. CRJC Mt Ascutney Subcommittee
     F. Conservation Commission (Two Openings)
     G. Constable
          - William Daniels
     H. Emergency Management Coordinator
          - Michael Lewallen

      I. Energy Coordinator
         - Julia Lloyd-Wright
     J. Fence Viewer (Three Openings)
     K. Fire Commission
         - Tim Austin
         - Nancy Nutile-McMenemy
     L. Martin Memorial Hall Trustees (Three Openings)
         - Edith Stillson
         - Lynn Houghton
         - Janet Bristol
     M. Parks and Recreation Commission (Three Openings)
         - Michelle Grald
         - Susan Boyer
         - Julia Lloyd-Wright
     N. Planning Commission (3 year term remaining from unexpired 4 year term, and a 4 year term)
          - Howard Beach / Remaining 3 year term from unexpired 4 year term
     O. Southern Windsor County Regional Planning Commissioner
     P. Southern Windsor County Transportation Advisory Committee
     Q. Southern Windsor/Windham Counties Solid Waste Management District
         - Ed Morris
     R. Surveyor of Wood and Lumber
         - Roderick “Rick” Bates
     S. Town Pound
         - Home of Cathy Sullivan at 21 Hartford Street, Claremont, NH
     T. Tree Warden
        - Ray Stapleton
     U. Veterans’ Memorial Committee
     V. Weigher of Coal
        - Roderick “Rick” Bates
        - John Arrison
     W. Zoning Board of Adjustment (Five Openings)
        - Willis Wood

12. Approve Warrant

13. Future Agenda Items
      A. Fund Balance Discussion

14. Adjourn


Select Board
Martin Memorial Hall
5259 Route 5, Ascutney VT
Monday, March 19, 2018
7:00 PM
REGULAR MEETING

MINUTES
APPROVED 4/2/2018

Select Board Members Present: N. John Arrison
Daniel Boyer
C. Peter Cole
Kelly Murphy

Select Board Members Absent: Tom Leach

Ed Morris, Town Manager

Others Present:
Allen Tate Diane Hodgdon Ray Stapleton
Jordana Jusiduran Dusty Hodgdon Wes Hazeltine
Edith Stillson Darlene Kelly

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

2. Comments from Select Board and Town Manager
Ms. Murphy read an email from Reading resident, Shirley Royce, complimenting the staff at the transfer station for their friendly and courteous service.

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

4. Review minutes from previous meetings – 3/5/2018
Additions/corrections/deletions:
a. Correct the spelling of Michael Lewallen's name
Motion: To accept the minutes as corrected
Made by: Mr. Boyer Second: Mr. Cole
Vote: Unanimous in favor

Review minutes from previous meetings – 3/8/2018
Additions/corrections/deletions:
a. Page 2 – new snow plow/truck
Motion: Accept the minutes as corrected
Made by: Mr. Boyer Second: Mr. Arrison
Vote: Unanimous in favor

5. Preferred Site Request and presentation for Hodgdon Solar Project/GroSolar
Allen Tate from GroSolar gave a brief summary of the term “net metering”. He then presented the new plans for a solar array project to be located on the Hodgdon's property on Route 5.

Benefits of this project include property taxes to the Town (about $4000 annually) and state education taxes of about $3000 annually; generation of enough power for 82 homes; and the offset of approximately 683 metric tons of carbon.

This project was previously considered to generate 5 megawatts of electricity. However, the project would have required substantial upgrades to the grid, which made it unfeasible.

This plan is substantially smaller - only 500 Kwatts It will still be located on the same 5 acres of Hodgdon land. There will be sufficient setback from vernal pools and wetlands, and there will be minimal tree clearing to permit construction and limit shading. The entire 5 acres will be fenced. The site is naturally screened from Route 5. There are no views from neighboring properties.

Mr. Tate asked the Board to write a letter of support for the project and to designate this as a preferred site. Technically the site doesn't meet the criteria for a preferred site designation, but the Town and the Regional Planning Commission can help make it so.

The project has a 25-year lifespan. It will be decommissioned after 25 years and the site will be restored to its original state. Alternatively, the contract could be renegotiated and new panels installed.

The battery has been removed from the project, so there will be no sound issues.

The Planning Commission has signed off already. The project will be presented to the Regional Planning Commission next week

Motion: Approve signing of the preferred site letter and recommending the approval of the proposed building site to the Regional Planning Commission
Made by: Mr. Arrison Second: Mr. Boyer
Vote: Unanimous in favor

6. Discuss the uses of the Town Seal and other Town Identification
Ms. Murphy noticed that the Town Seal was being used on Nancy McMenemy's private blog; and asked Mr. Morris what the parameters are for using it. Mr. Morris said it was something for the Board to discuss.

While the seal is seen as the official symbol of the Town, it is not trademarked and the Board must determine how it is to be used. Mr. Arrison said that since it wasn't trademarked, the Town may not have much say in how it is used. Mr. Cole disagreed and felt the Town has the right to ask people not to use it. Mr. Boyer felt that no one but the Town should use it. Mr. Hazeltine remembered that this same topic had come up a year ago. The consensus of the Board was that the Manager should move forward with getting the seal trademarked and to control how it is used.

Motion: To authorize the Town Manager to spend the funds to trademark the town seal
Made by: Mr. Cole Second: Mr. Boyer
Vote: Unanimous in favor

Motion: To authorize the Town Manager to address any social media posts or other form of advertising or propaganda when it is presented in a way that depicts the Town as a participating party.
Made by: Mr. Boyer Second: Mr. Cole
Ms. Murphy asked that the Town of Weathersfield Facebook page be differentiated in some way from other Weathersfield pages.
Vote: Unanimous in favor

7. Select Board/Town Manager Goals
Mr. Morris presented a list of goals for 2018.

Mr. Cole said he would like to see the fire services plan more toward the top of the list. Mr. Morris agreed to move it to between items 2 and 3.

Ms. Murphy said she would like to see the initial budget presentation in July, even if the numbers are going to change later, or even with no numbers, but with the new format so the Board has time to get familiar with it. Mr. Morris agreed.

Mr. Arrison asked to have resolution of the cell tower debacle (the tower behind Strobel's) added to the list and to consider re-opening the swap shop.

8. Budget Update
Ms. Kelly gave an update of the state of the budgets. The general and highway funds are in good shape. She is keeping an eye on the solid waste fund. Ms. Kelly is working well with Mr. Stapleton and Mr. Hazeltine; the library; and the fire chiefs.
9. Board of Liquor Control Commissioners
Ms. Murphy recessed the Select Board meeting at 7:38 PM and opened the Board of Liquor Control Commissioners.

a. Abbott Brown Inc./dba Inn at Weathersfield, The
9.a.i. First Class License Renewal
Motion: Approve the liquor license renewal for the Inn at Weathersfield
Made by: Mr. Cole Second: Mr. Arrison
Mr. Morris said that Chief Daniels has no problem with this renewal.
Vote: Unanimous in favor
At 7:39 PM, Ms. Murphy closed the Board of Liquor Control Commissioners meeting and re-opened the Select Board meeting.

10. Approve 2018 Police Patrol Contract with US Army Corps of Engineers
Motion: Approve the Town Manager to enter into a contract for police services to be provided to the Army Corps of Engineers for the 2018 season (with the removal of Jim Mullen's name on page 2)
Made by: Mr. Boyer Second: Mr. Cole
Vote: Unanimous in favor

11. Appointments
a. Acting Town Manager
11.a.i. Darlene Kelly
Motion: To appoint Darlene Kelly as Acting Town Manager
Made by: Mr. Arrison Second: Mr. Boyer
Vote: Unanimous in favor
b. Animal Control Officer
11.b.i. Cathy Sullivan
Motion: To appoint Cathy Sullivan as Animal Control Officer
Made by: Mr. Cole Second: Mr. Arrison
Vote: Unanimous in favor
c. Budget Committee (Five Openings)
11.c.i. Cynthia Porter
Motion: To appoint Cynthia Porter to the budget committee
Made by: Mr. Cole Second: Mr. Arrison
Vote: Unanimous in favor
d. Constable
11.d.i. William Daniels
Motion: To appoint William Daniels as Constable
Made by: Mr. Boyer Second: Mr. Cole
Vote: Unanimous in favor
e. Emergency Management Coordinator
11.e.i. Michael Lewallen – this appointment was tabled
f. Energy Coordinator
11.f.i. Julia Lloyd Wright
Motion: To appoint Julia Lloyd Wright as Energy Coordinator
Made by: Mr. Arrison Second: Mr. Cole
Vote: Unanimous in favor
g. Fire Commission
11.g.i. Tim Austin
Motion: To appoint Tim Austin to the Fire Commission
Made by: Mr. Boyer Second: Mr. Cole
Vote: Unanimous in favor
11.g.ii. Nancy Nutile-McMenemy
Motion: To appoint Nancy Nutile-McMenemy to the Fire Commission
Made by: Mr. Arrison Second: Mr. Cole
Vote: Unanimous in favor
h. Martin Memorial Hall Trustees (Three Openings)
11.h.i. Edith Stillson
11.h.ii. Lynn Houghton
Motion: To appoint Edith Stillson and Lynn Houghton to the Martin Memorial Hall Trustees
Made by: Mr. Arrison Second: Mr. Cole
Vote: Unanimous in favor
Motion:
11.h.iii. Janet Bristol
Motion: To appoint Janet Bristol to the Martin Memorial Hall Trustees
Made by: Mr. Cole Second: Mr. Boyer
Vote: Unanimous in favor
i. Parks and Recreation Commission
11.i.i. Michelle Grald
11.i.ii. Susan Boyer
11.i.iii. Julia Lloyd Wright
Motion: Move to appoint Michelle Grald, Susan Boyer, and Julia Lloyd Wright to the Parks and Recreation Commission
Made by: Mr. Arrison Second: Mr. Cole
Vote: Mr. Boyer abstained; all others voted in favor
j. Planning Commission
11.j.i. Howard Beach (remaining 3 years from unexpired 4-year term)
Motion: Appoint Howard Beach for the remaining 3 years of the unexpired 4-year term on the Planning Commission
Made by: Mr. Cole Second: Mr. Boyer
Vote: Unanimous in favor
k. Southern Windsor/Windham Counties Solid Waste Management District
11.k.i. Ed Morris
Motion: To appoint Mr. Morris to the Southern Windsor/Windham Counties Solid Waste Management District
Made by: Mr. Arrison Second: Mr. Cole
Vote: Unanimous in favor
l. Surveyor of Wood and Lumber
11.l.i. Roderick “Rick” Bates
Motion: To appoint Roderick “Rick” Bates as Surveyor of Wood and Lumber
Made by: Mr. Arrison Second: Mr. Cole
Vote: Unanimous in favor
m. Town Pound
11.m.i. Home of Cathy Sullivan at 21 Hartford Street, Claremont, NH
Motion: To approve the home of Cathy Sullivan at 21 Hartford Street, Claremont NH as the town pound
Made by: Mr. Cole Second: Mr. Arrison
Vote: Unanimous in favor
n. Tree Warden
11.n.i. Ray Stapleton
Motion: To appoint Ray Stapleton as Tree Warden
Made by: Mr. Arrison Second: Mr. Cole
Vote: Unanimous in favor
o. Weigher of Coal
11.o.i. Roderick “Rick” Bates
11.o.ii. John Arrison
Motion: To appoint John Arrison as Weigher of Coal
Made by: Mr. Cole Second: Mr. Boyer
Vote: Unanimous in favor
p. Zoning Board of Adjustment (Five Openings)
11.p.i. Willis Wood
Motion: To appoint Willis Wood to the Zoning Board of Adjustment
Made by: Mr. Boyer Second: Mr. Cole
Vote: Unanimous in favor

12. Approve Warrants

Motion: To approve the warrants for March 19, 2018 as follow:

General Funds Operating Expenses $44,201.47
Payroll $13,970.52

Highway Fund Operating Expenses $89,884.15
Payroll $12,307.52

Solid Waste Management Fund
Operating Expenses $4,336.60
Payroll $1,418.44

Library Operating Expenses $2,675.21
Payroll $1,507.10

Grants Operating Expenses $

Agency Monies Operating Expenses $

Reserves $

Long Term Debt $

Grand Totals Operating Expenses $141,097.43
Payroll $29,203.58

Made by: Mr. Boyer Second: Mr. Cole
Vote: Unanimous in favor

13. Future Meeting Agenda Items
a. Ordinances review
b. Fund balance discussion

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

The meeting adjourned at 8:04 PM.

Respectfully submitted,
deForest Bearse

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