Select Board 6-5-08

Weathersfield Select Board Minutes June 5,2008 Present:        Patricia Daniels             Glenn Fisher             Daniel Boyer             Norman John Arrison             Henry C. Cobb Others Present:    Larry Melen, Town Manager             Lisa Sargent, Recording Secretary             Jeff Spurr             Pete Bevere             Bruce B. Murray             Bette Jo Esty             Roland Whitney             Nathalie Whitney             Edith Stillson             Julia Lloyd Wright, Eagle Times             Robert Buchan, BMA Architects             Jennifer Tucker             Jeff Locke             Chris Callahan, Town Attorney 1. Call to Order by Chairperson: Mr. Arrison called the meeting of the Weathersfield Select Board to order at 7:08 p.m. at Weathersfield Elementary School. 2.  Vermont Roads Scholar, John W. Esty: Tabled 3.  Butterfield Hill, Peter M. Bever, Esq., English, Carroll & Boe, P.C.: Mr. Cobb made the motion to go into executive session for litigation.  Mr. Boyer seconded the motion, which passed without dissent.     Mr. Cobb made the motion to approve the mediated agreement between Simone and the Town of Weathersfield docket # 570-8-07 and dated 20 May 2008.  Mr. Boyer seconded the motion, which passed without dissent. 4.  Weathersfield Elementary School Reuse Study – BMA Architects and Planners: Mr. Robert Buchan from BMA Architects and Planners gave a summary of the evaluation that was performed.  He said the uses that the Weathersfield Elementary School re-use committee suggested would be viable options for the building.           Mr. Cobb pointed out a few things that came from the study, a flat roof, a wet basement, the fireproof vault and lastly he feels the septic issue may be a sleeper.  Mr. Buchan said the septic permit is grand fathered and it appears the use should be similar in size as which it handles now, there is a limit on its capacity.       Mr. Cobb asked if step two would include the cost associated with the move.  Mr. Buchan said the next step is to examine the building further and to come up with a budget.  He said this stage was to confirm the building is usable.  Mr. Cobb noted there are a lot of other cost outside of this building ie: the current town office and the expense of vacating that building.   Mr. Arrison said he is unsure what the townspeople will support and is also concerned with the septic and surprised it is from 1975.       Mr. Melen said the next step is the design services step.  Mr. Locke asked if there was money available for this,  Mr. Melen said yes.  Mr. Locke asked the time frame of the next step, Mr. Buchan said it would be done over the summer.     Mr. Arrison asked Mr. Locke if there was any truth to the rumor that the Elm Hill School from Springfield is interested in renting this building.  Mr. Locke said he returned a phone call tonight and he is not really sure of their interest at this time.       Mr. Murray asked the condition of the flat section of the roof, Mr. Buchan said it needs patching work soon.       Mr. Cobb asked if Mr. Buchan would assign cost to what he’s done so far,  Mr. Buchan said yes. Mr. Cobb asked when Mr. Buchan talked to other groups if he would look at the costs associated with each group, Mr. Buchan said yes.  Mr. Cobb said that would be very helpful information for the Board.       Mr. Cobb asked to set aside time to discuss other costs associated with moving and asked if contractually we can do that.  Mr. Melen asked Mr. Buchan if his firm would negotiate a cost for this in the contract we have now.  Mr. Fisher said that we also need to look at the cost of maintaining the building if no one moves into it.       Mr. Melen said a one million-dollar bond for a term of twenty years would be two and one half cents on the new grand list.       Mr. Cobb made the motion to accept the evaluation report and to authorize BMA to proceed with phase two; Mr. Boyer seconded the motion.  Mr. Arrison asked the cost, Mr. Melen said the total cost was $23,650.  Motion carried unanimously. 5.  Murray Flats Bridge, J. Christopher Callahan, Esq., Brady & Callahan, P.C.: Mr. Fisher made the motion to go into executive session for pending litigation.  Mr. Boyer seconded the motion, which passed without dissent.       After executive session, Mr. Arrison said no decision was made that it was just a consultation. 6.  Review Minutes from Previous Meeting(s): Mr. Cobb made the motion to approve the minutes dated May 15, 2008.  Mr. Fisher seconded the motion, which passed without dissent.   7. Comments from Citizens: Mr. Melen said the appraisal firm completed the pre-grievances yesterday.  He said we would receive the finalized data tomorrow.  Mr. Melen noted the final grievances have to be by written request and received no later than 4:00 p.m. on June 10, 2008.  The request must include the reason for the grievance and if you wish to personally attend a meeting.  Mr. Melen said those who had an increase of 193% or higher will see a tax increase.     Ms. Sargent noted that the walk-a-thon to benefit the Weathersfield Veterans Memorial Fund would be held Saturday at 9:00 am at Martin Memorial Hall.  Ms. Sargent asked what the tax rate is; Mr. Melen said no idea yet.       Mrs. Daniels said Mrs. Johnson (from SAPA) contacted Dorothy Richardson and she will make a square for the VLCT quilt.       Mr. Cobb said he received a written complaint from Mrs. Sandy Chase of summer traffic and disposal of trash near the pond on Tenney Hill.  He suggested we post it for no motor vehicle traffic. Mr. Boyer said he hopes the dry hydrant problem is eventually repaired.  Chief Brown said his concern is that if you put up a gate you still need additional signs to keep people out.  He said people will walk in and still go to the pond.  Mr. Arrison said he doesn’t want to see a Town asset posted.  Mr. Cobb said we can post for no motor vehicle traffic but still let the public down there.  Mr. Boyer said he agrees with no motor vehicles.  The consensus of the Board was to try and limit the vehicle traffic in this area. 8.  Request Waiver of Delinquent Tax Penalty – Jeffrey W. Spurr, 4215 Route 106: Mr. Melen said Mr. Spurr bought property through a tax sale and during the year of redemption got hit with penalties.  Mr. Spurr said it is $190.80 for the penalty and additional $554.28 in late fees.  Mr. Cobb said his letter only asked for the penalty to be waived.  Mr. Melen said he would have to write them both off together.  Mrs. Daniels made the motion to waive the penalty and interest fees of $745.08 on the tax sale property for Jeff Spurr on 4215 Route 106.  Mr. Boyer seconded the motion, which carried unanimously. 9. Old Business: None 10.  Highway     A.  Petition to Reclassify Portion of Town Highway 54, Roberts Road: for signing. 11.  Monthly Reports     Constable: Mr. Boyer made the motion to sign the annual dog warrant.  Mr. Fisher seconded the motion, which passed without dissent.     Highway: Mr. Melen said the letters have gone out to residents on Tenney Hill Road and School House Road regarding reclamation.  Mr. Melen said after five years we have received the Public Lands grant for $228,000 to finish the Stoughton Pond Road project.       Land Use: No questions     Police: Mr. Arrison asked Mr. Melen to check into receiving reports.  Mr. Cobb asked the status on law regarding vehicle noise.  Mr. Melen said he put some information in tonight’s packet.  Mr. Cobb asked Mr. Melen to be sure the complainant had a copy of this.       Municipal Assessing Property Service, LLC: Mr. Melen said we still have our retainer and this will be within the budget.       Southern Windsor/Windham Counties Solid Waste Management District: Mr. Melen noted we are hosting a fall household hazardous waste collection.   12.  Fiscal year 2009 Wages and Salaries – Cost of Living Adjustments: Mr. Melen said the aggregate raise is $0.69 for the pay year starting July 1, 2008 13.  Ordinances Policies, Procedure:     A.  Noise Ordinance: There was discussion to concentrate on the noise not the producer of the noise.  Mr. Fisher copied Town of Willistons for a draft ordinance and we have a draft from VLCT from last year.  Mr. Cobb said we need to look at the noise level from so many feet from ones property line that occurs over and over again.  It was decided Mr. Melen would work on a draft ordinance. B. Proposed Website Policies: No discussion, already done. C. Establish Procedure for Handling of Complaints and Citizen Inquires: Mr. Melen made some changes. Mr. Boyer made the motion to move to the third reading, Mrs. Daniels seconded the motion.  Mr. Cobb asked when does the Select board find out about a complaint.  Mr. Melen said it depends on the complaint and what he can tell the Select Board.  Motion carried unanimously. 14. New Business     A.  Fiscal year 2009 State of Vermont Tax Credit Procedures: Mr. Melen said the law on property tax rebates is it is not paid to the Town, it is going to the school quarterly.  He said it will be applied on a quarterly basis again and he does not see a way to balance it.     B.  Weathersfield Bow Pit – U.S. Geologic Survey: Mr. Melen said he received a request from the US Geologic Survey and Tufts University to take drill cores on the non reclaimed floor of the Weathersfield Bow Sand Pit and they will do so this weekend.     C.  Dedication Ceremony of State Historic Marker, Weathersfield Historical Society: The dedication ceremony will be on Sunday June 15, 2008 at 2:00 p.m. and the monument is already up.     D.  2008 Annual Traffic Count Program – Southern Windsor County Regional Planning Commission: They will be taking traffic counts on Route 4 south of Wilgus State Park, on Route 106 by the green, on Weathersfield Center Road near Jeffrey Lane and on Reservoir Road at the Springfield town line.       E.  Emergency Services Dispatch Transition – Steering Committee: It was discussed we need to appoint a representative.  Mr. Arrison asked Mr. Boyer to get a nominee.   15.  Appointments: None 16.  Sign Treasurer’s Warrants: Mr. Cobb made the motion to approve the Treasurer Warrants as follows: General Fund Payroll:                    $25,446.51 General Fund Operating Expense                $35,865.07 Highway Fund Payroll                    $18,507.25 Highway fund Operating Expense                $31,388.92 Solid Waste Management Fund Payroll            $  2,708.95 Solid Waste Management Fund Operating Expense    $18,446.96 Reserves                            $15,493.04 Library                            $     357.91 Mrs. Daniels seconded the motion, which passed unanimously. 17.  Next Meeting’s Agenda Items: Computer agreement and borrowing notes. Mrs. Daniels made the motion to go into executive session with just the Select Board members to discuss personnel.  Mr. Cobb seconded the motion, which passed without dissent. 18. Adjourn:  Mr. Boyer made the motion to adjourn.  Mr. Cobb seconded the motion, which passed without dissent.  The Weathersfield Select Board meeting adjourned at 9:48 p.m.   Respectfully Submitted, Lisa A. Sargent Approved by the Weathersfield Select Board on June 19, 2008                                 __________________                                 Norman John Arrison                                 __________________                                 Daniel Boyer                                 ___________________                                 Henry C. Cobb Appendix         Name of chairpersons of various committees - Chip         Website policy - Larry         Ancient roads (continue working on) - deForest         Posting sign policy - John         Use of Weathersfield Elementary School - Chip         Capital asset inventory – Chris Adams         No Parking Signs by Thomas residence         Review and increase of land use fees - deForest 03/08/07    Procedure for handling of complaints and citizen inquiries - Pat 05/03/07    Emergency communication - Dan 05/03/07    Radio Station designation for emergencies – Mike Thomas 08/16/07    large gathering permit - John 10/18/07    Economic depreciation factors from AMPTA - Pat 11/01/07    Designation of emergency shelter and power supply - Dan 03/20/08    Cascade Falls Road Parking Area (maintenance)