Select Board Agenda and Minutes

Date:  Monday September 18, 2017 (09/18/17)

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Select Board Agenda
West Weathersfield Fire Dept.
Route 131
Monday, September 18th, 2017
7:00 P.M.
REGULAR MEETING

NOTE THE MEETING’S LOCATION

1. Call to Order

2. Comments from Select Board and Town Manager
    Trunk or Treat

3. Comments from citizens on topics not on agenda

4. Review minutes from previous meeting(s) 07/10/2017 (previously on 07/17/2017 agenda, but discussion and approval not noted   in minutes) and 09/05/2017

5. Public Hearing for VCDP Grant

6. Award Martin Memorial Hall Painting Bid

7. Approve Town Plan Dedication

8. Approval to close the Town office on Thursday October 5th for the VLCT Town Fair Training day.

9. Weathersfield Proctor Library project update

10. Approve application for Pikes Peak Dry Hydrant Grant

11. Fire Agreement Discussion

12. Fire Report Discussion

13. Approval for the Ascutney Mountain Regional Outdoor Recreational Planning Grant

14. Approve moving forward with plan development for a town wide trail system for the Regional Grant and proposed Town   Economic Development Plan

15. Cascade Falls Road Discussion- Kate Adams

16. Municipal Policy / VLCT

17. Approve Job Description for Highway Superintendent

18. Appointments
         a. Budget Committee (Four Openings)
         b. Connecticut River Development Corporation
             - Representative
             - Alternate
         c. Connecticut River Joint Commission
         d. Conservation Commission (One four year term open)

         e. Fence Viewer (One Opening)
         f. Fire Commission (Two Openings)
             - One Year remaining from a Two-Year term
             - Full Two-Year term
         g. Parks and Recreation (Two Openings)
         h. River Connection Regional Partnership Representative
         i. Southeastern Vermont Community Action, Inc. Representative

         j. Southern Windsor County Regional Planning Commissioner
             - Alternate
         k. Southern Windsor County Transportation Advisory Committee
             - Representative
             - Alternate

19. Approve Warrant

20. Future Agenda Items
         a. October 02, 2017 / Martin Memorial Hall
             1. Police Contract Services Proposal
         b. Future Agenda Items
             1. Golden Cross Ambulance / Extend Service Contract

21. Adjourn


Select Board
West Weathersfield Fire Dept.
Route 131
Monday, September 18, 2017
7:00 PM
REGULAR MEETING

MINUTES
APPROVED 10/2/2017

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:
Mark Richardson Edith Stillson Jordyn ? Mychael Spaulding
Jason Rasmussen David ? Tracy Dauphin Levi Parker
Bette Jo Esty Michael Barrup NaToshya Spaulding Paul Tillman
Josh Dauphin Katie Cooper Ernie Shand Rick Bates
Shawn Brown Ray Stapleton Cookie Shand Kate Adams
? Rogers Darrin Spaulding Matt Keniston Others

1. Call to Order
Mrs. Esty called the meeting to order at 7:03PM.

2. Comments from Select Board and Town Manager
The annual Trunk or Treat event will be held at the 1879 Schoolhouse on October 28th from 4PM to 6PM.

The next Village Revitalization workshop will be held on Thursday, September 28th at the Center Meetinghouse at 6:30 PM.

The Weathersfield Directory will be ready for distribution at the Town Festival.

Westley Hazeltine announced that he will be retiring on April 5th, 2018 after 45 years of employment with the Town. When asked about the significance of the date, he said April 5th was the day he was hired 45 years ago.

3. Comments from Citizens on topics not on the agenda
Josh Dauphin said WWVFD will host a coin drop at Downers on October 7th.

4. Review minutes from previous meetings – 7/10/2017
Additions/corrections/deletions: None
Motion: To approve the minutes as presented.
Made by: Mrs. Esty Second: Mr. Boyer
Vote: Unanimous in favor

Review minutes from previous meetings – 9/5/2017
Additions/corrections/deletions: None
Motion: Approve the minutes as presented
Made by: Mrs. Esty Second: Mr. Boyer
Vote: Unanimous

5. Public Hearing for VCDP Grant
Ms. Murphy recessed the Select Board meeting at 7:08 PM and opened the public hearing for the VCDP grant. (The hearing is a requirement of the grant application.)

Bette Jo Esty said the application is requesting $28,000 to make the schoolhouse ADA compliant and to cover any additional costs including an historical review (if required). A 10% match from the Town is required, which we already have. We have received a $5,000 grant from the Byrne Foundation and in-kind donations are permitted.

There were no comments or questions. Ms. Murphy closed the hearing and re-opened the Select Board meeting at 7:09 PM.

6. Award Martin Memorial Hall Painting Bid
Mr. Morris said he solicited two estimates for painting Martin Hall. P & G will scrape and put on one coat of paint for $3470. Coughlin will make epoxy repairs where needed, re-glaze windows, prime all bare wood and put on two coats of paint for $11,780. They also recommended windowsill work be done in the spring. Both would pressure wash first.

There is $13,700 in the Martin Hall reserve fund.

The two estimates are very far apart in part because the scope of work is so different for each one. Mr. Morris was asked to get a second estimate from P & G with a more comparable scope of work.

This topic will be revisited in two weeks.

7. Approve Town Plan Dedication
The Planning Commission is asking to have the recently updated Town Plan dedicated to Gil Whittemore, a former long-time member of the Planning Commission who recently passed away.

Motion: To dedicate the Town Plan to Gilbert Whittemore.
Made by: Mrs. Esty Second: Mr. Boyer
Vote: Unanimous in favor

8. Approval to close the Town Office on Thursday, October 5th, for the VLCT Town Fair
Mr. Morris said the office was closed last year and it worked well. They would like to do it again this year. Most of the Town staff is interested in attending the wide variety of trainings available on that day, so there won't be enough staff left to keep the office open.

Motion: To approve closing the Town Office on Thursday, October 5, 2017, so the Town Staff can participate in the VLCT Town Fair training day.
Made by: Mrs. Esty Second: Mr. Boyer
Vote: Unanimous in favor

9. Weathersfield Proctor Library project update (Rick Bates and Mark Richardson)
Cookie Shand announced that the library has received a grant through the state for $22,768 for the children's addition. Mrs. Shand expressed many thanks to AnnMarie Christenson for bringing grant to the library's attention.

Mark Richardson said they have also received $15,000 from the Byrne Foundation as a matching grant as well as local donations and proceeds from book sales. The addition will attempt to retain the historical appearance of the building. Some architectural features will not be retained and will be saved for future use elsewhere.

Rick Bates said they shouldn't have to dip into the reserve funds, but cautioned that construction costs may increase due to the recent hurricane damages.

Mr. Richardson said he has blueprints of the project if anyone wanted to see them.

10. Approve application for Pikes Peak Dry Hydrant Grant
Mrs. Esty proposed applying for a Rural Water Program Dry Hydrant Grant to install a dry hydrant on Pikes Peak. It requires a town match which can be taken from the dry hydrant reserve funds.

Mrs. Esty said several people had viewed the site with Troy Dare. The upper pond was chosen as the preferred location as it has driveway access. There are five houses and multiple barns at the top of an extremely steep grade. Mr. Dare has deemed the site adequate.

Mr. Dauphin said this hydrant will be purely for the benefit of this particular group of houses due to the steepness of the road.

Mrs. Esty said the exact price is not yet known. The hydrant won't be installed until spring. They are hoping to make use of materials already on hand to help defray the cost.

Mr. Morris recommended putting in for the grant with the understanding that reserve funds may be necessary.

(It was clarified that this will be a wet hydrant because the level of the pond is higher than road.)

Motion: To approve the Rural Water Program Dry Hydrant Grant application for a hydrant on Pikes Peak.
Made by: Mr. Boyer Second: Mr. Cole
Vote: Unanimous in favor

11. Fire Agreement discussion
Darrin Spaulding presented the AVFD counter Fire Agreement proposal. There was confusion over what the actual edits were, thus making the edits difficult to follow. The proposal was modified to be for AVFD only (Mr. Morris had been striving for a single contract to cover both non-profits.)

Some key points:
• AVFD wants delineated territory for each department; Mr. Morris preferred to have both departments work together, which might lead to collaboration and possible specialization. (Mychael Spaulding challenged the AVFD proposal on the grounds that neither station has sufficient personnel to answer calls during the day on their own.)
• Neither department should be penalized for maintenance expenses
• Adequate insurance coverage is a vague term; however whatever VLCT covers would be considered adequate and anything in excess of that would be at the nonprofit's expense
• The decision to bring the AVFD proposal directly to the Select Board was questioned. However, the Fire Commission lacks sufficient members to act appropriately and it was deemed correct to bring this directly to the Board. Mrs. Esty said she could not find any evidence that would require the Fire Commission to review such a document before it is submitted to the Select Board.

WWVFD has been ready to sign the contract for several weeks and is somewhat frustrated by the delays. It was agreed that this process should not be continued much longer. The Board agreed to hold a special meeting on October 4th to facilitate final negotiations. It was recommended that everyone be invited to attend the meeting, but participation should be channeled through previously selected spokespersons.

12. Fire Report discussion
Ms. Murphy had asked for an update on progress toward the recommendations in the Woods report. Mr. Morris provided a matrix of what has been done and what should be done, which he went over with the Board. He said his proposals are open to discussion. Mrs. Esty said she would forward copies of the report to the Fire Chiefs.

Ms. Murphy asked to keep the Woods report on the agenda going forward.

The Select Board will cover for the Fire Commission when the Commission is unable to meet to keep things moving.

13. Approval for the Ascutney Mountain Regional Outdoor Recreational Planning Grant
Jason Rasmussen provided a budget for the project to the Board.

Toward the end of August, Windsor, West Windsor and Weathersfield were beginning discussions about outdoor recreation – what each town is doing or thinking of doing, how it relates to economic development, and so on. It made sense for the three towns to work together on a variety of topics related outdoor recreation. It may lead to a regional marketing project. Toward that end, the three towns have expressed interest in applying for a Municipal Planning Grant. Windsor has agreed to take the lead on it. Representatives from each of the three towns would form a steering committee to bring stakeholders together, create an inventory of assets; define some goals and desired outcomes; perform an economic analysis; create an implementation plan.

The budget is for roughly $24,000; split three ways, the match would be $1000 per town.

Motion: Approve submitting the Ascutney Mountain Regional Outdoor Recreation Planning Grant with a maximum match expenditure of $1000.
Made by: Mrs. Esty Second: Mr. Boyer
Vote: Unanimous

Motion: Approve the Town of Windsor VT (Tom Marsh) to be the Official Authorizing Official and alternate Ed Morris for the Ascutney Mountain Regional Outdoor Recreation Planning Grant
Made by: Mrs. Esty Second: Mr. Boyer
Vote: Unanimous in favor

14. Approve moving forward with plan development for a town-wide trail system for the Regional Grant and proposed Town Economic Development Plan
Mr. Morris asked the Select Board to approve the creation of a town-wide trail system and recreation plan.

Motion: To approve the Town Manager to work on creating a town-wide trail system and recreation plan
Made by: Mr. Boyer Second: Ms. Main
Vote: Unanimous in favor

15. Cascade Falls Road discussion – Kate Adams
Kate Adams said she wants ongoing discussions with the Board to resolve multiple issues. She said issues began about 3 years ago when the Boyers took over the lease of the Peterson's land. Gates were put across the road making the area into one big pasture for horses. She had asked the town if the road should be open and was told yes. She said she needs access to the class 4 road for her horse programs. She said she has been to multiple parties to resolve her disputes. Ms. Adams referred to a variance having been granted by the Board for allowing a 25-ft wide lane instead of a 50- ft wide one as required by state statute. She claimed that the terms of the variance were not be complied with. She asked the Board to make a site visit.

Ms. Murphy said she thought Ms. Adams had a question about a class 4 road and the width of fencing.

Ms. Adams said her first concern is safety. She said people don't seem to be aware that the lane is a public road. She also said people drive up thinking they are coming to see the falls (Cascade Falls). Ms. Adams asked about putting up a sign saying this is Cascade Falls Road and offered to pay for it. She felt that confusion could be resolved with better signage.

Mr. Morris said that most class 4 roads in Town don't have signs on them and he doesn't want the Town to start. He said he doesn't think a street sign is the right solution.

Ms. Adams said she is open to other sign solutions. She stressed that she thought the Town would want to enhance its recreational opportunities and make them inviting (by using better signage).

Mr. Boyer said that Cascade Falls Road ends at his driveway; the class 4 road to which Ms. Adams is referring is not Cascade Falls Road.

Ms. Murphy asked Ms. Adams to put together a plan for the Board that presents only the facts. She asked Ms. Adams to meet with Mr. Morris first so he understands it. The Board will take it up when Ms. Adams is ready.

16. Municipal Policy/VLCT
The Board discussed the idea of a uniform conflict of interest standard for all elected officials across the state.

Motion: To strike completely the sentence “VLCT opposes any state-imposed process or law that governs municpal conflict of interest policies”or remove “opposes any” and replace with “supports a uniform statewide ethics policy”.
Made by: Mrs. Esty Second: Mr. Boyer
Vote: Unanimous in favor

Mr. Morris will present the Board's motion at the VLCT annual meeting.

As the time was nearing 9:00 PM, a motion was necessary to continue the meeting or adjourn.

Motion: To continue the meeting to the end of the agenda.
Made by: Mrs. Esty Second: Mr. Boyer
Vote: Unanimous in favor

17. Approve Job Description for Highway Superintendent
Everyone agreed that the job description required Superman to fill.

Everyone agreed that a physical exam should be required for any physical job. Mr. Morris said he is working with PASIF to create any necessary policy language or changes.

Mr. Morris is working on a recruitment brochure. He wants to advertise in October and begin interviewing in November.

Motion: To approve the job description as written
Made by: Mrs. Esty Second: Mr. Boyer
Vote: Unanimous in favor

The job will be advertised regionally, with VLCT, and ICMA.

18. Appointments
There were no appointments.

19. Approve Warrants

Motion: To approve the warrants for September 18, 2017 as follow:

General Funds Operating Expenses $47,166.13
Payroll $13,447.93

Highway Fund Operating Expenses $51,860.30
Payroll $8,193.54

Solid Waste Management Fund
Operating Expenses $13,716.61
Payroll $1,543.72

Library Operating Expenses $2,095.07
Payroll $0.00

Grants Operating Expenses $842.12

Agency Monies Operating Expenses $163.96

Reserves $100.00

Long Term Debt $0.00

Grand Totals Operating Expenses $115,944.19
Payroll $23,185.19

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

20. Future Meeting Agenda Items
a. October 2, 2017/Martin Memorial Hall
20.a.i. Police Contract Services Proposal
b. Future Agenda Items
20.b.i. Golden Cross Ambulance/Extend Service Contract

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

The meeting adjourned at 9:25

Respectfully submitted,
deForest Bearse

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