Present: C. Henry Cobb
Norman John Arrison
Dave Fuller
Glenn Fisher

Others Present: Larry Melen, Town Manager
Deb Ostrum, SAPA
Edith Stillson
deForest Bearse, Zoning Administrator
Brenda Richardson
Patricia Daniels
Marilyn Houghton
Rodney Spaulding
Sandy Burgess
Mr. Burgess
Jason Rasmussen
Ray Stapleton

1. Call to Order: Mr. Arrison called the Weathersfield Select Board meeting to order at 7:00 p.m. at Ascutney Volunteer Fire Department

2. Public Hearing - Re-adoption of the Town Plan: Mr. Arrison opened the Public Hearing and read the Public Hearing notice that was posted. Mrs. Bearse said this is just a formality at this point, a housekeeping thing. Mr. Arrison said the next meeting will be on the 17th at Martin Memorial Hall.
Mr. Cobb asked if we look at this yearly, Mrs. Bearse said no, every five years. Mr. Cobb asked how something in addressed in between time, Mrs. Bearse said amendments can be made at any time.
Public Hearing closed.

3. Comments from Citizens: Mrs. Richardson gave the Board copies of a petition she gathered signatures regarding the uncollected tax issue on the tax bill. It was noted that she needs more signatures and they go to the Town Clerk not the Select Board. Mr. Melen said a separate petition has to be submitted on each item they want to change.
Mr. Arrison mentioned that on September 20th at 3:00 the Newmont Military Band will be at the Weathersfield Center Grove and it is open to the public.

4. Review Minutes from Previous Meeting(s): None to review.

5. Application to use Upper Falls Covered Bridge for Wedding, Sandy Burgess. Ms. Burgess said that her daughter has asked her to look into using the bridge for her wedding.
Mr. Melen said the road would have to be closed for the ceremony; Mrs. Burgess said the wedding would take an hour at the max. Mr. Cobb made the motion to approve the application to use the Upper Falls Bridge for the purpose of the wedding on 28 September from 10:30 am to 12:30 pm and to close the road for that time, Mr. Fisher seconded the motion. Mr. Arrison asked if the Town crew would do the road closing, Mr. Melen said yes. Mr. Arrison suggested the Town be compensated for the expense of closing the road. After brief discussion it was said the Burgess' would make a donation to the Town. Motion carried unanimously.
6. Board of Liquor Commissioners: Mr. Arrison convened the Board of Liquor Commission.
Request to Cater Malt and Vinous Beverages & Spirituous Liquors, Bloods Catering & Party Rentals Inc. Mr. Cobb made the motion to approve the request to cater alcohol on September 12, 2009 at 208 Jarvis Road, Mr. Fisher seconded the motion. Mr. Arrison asked if they carried their own insurance, Mr. Melen said they had to. Motion carried unanimously.

7. American Recovery & Reinvestment Act, Enhancement Grant Application, Ascutney Sidewalk Project: Mr. Melen said two weeks ago the Board authorized a submission of a letter of intent to keep our options open for the Ascutney sidewalk project. He said now the application is out the Board has to decide it they want to go forward because commitments need to be made. He said there is also another program coming out - safe roads to school program - that may provide additional money for the sidewalk.
Mr. Rasmussen said it makes sense to split the funding request between the two. Mr. Melen said if we go forward with the enhancement grant we have to commit to providing the match request.
Mr. .Melen said the way it is split out right now the cost is just over $300,000 and we would need about $61,000 for our match; this would go from the School House Road to across from the Weathersfield Proctor Library. (There is another step to complete the project that would cost just over $160,000 that may be able to come from the safe roads to school program which would take the sidewalk up School House Road) He said the Town's portion will have to go on the Warning. Mr. Melen said the application has to be done by October 19th and the Board has to commit by then.
Mr. Fisher said he is hesitant to get involved in waiting for more money after what the school is going through. Mr. Melen said the difference is this is federal money not state money.
Mr. Fuller said this project was voted down when it was only at about $150,000 and he doesn't support spending this kind of money for this project. He said there are more important things to address like the Perkinsville school and the water issues in Ascutney.
Mr. Fisher made the motion to instruct the Town Manager to pursue the grant application for the construction of Ascutney sidewalk from the School House Road to the Proctor Library, Mr. Cobb seconded the motion. Vote was 2 -2 therefore the motion died. Mr. Fisher & Mr. Fuller were the dissenting votes.

8. Ancient Roads Committee, Overview and Mechanics of Mapping Class 4 Town Highways, VTrans: Mr. Melen said all of the Town's class IV roads need to be on the highway map by 2010.
Mrs. Bearse said the Ancient Roads Committee is close to bringing their list of roads to the Select Board because it would be easier to include all ancient roads on the map by 2010 even though we have until 2015.
This will be on the October 3rd agenda for further discussion.

9. Martin Memorial Hall, Rules and Regulations: Mr. Melen said this was presented at the last meeting and he has put it into general policy format. Mrs. Daniels said the deed required the Trustees to present the Select Board rules and regulations and she would like the Trustee's to be added as signatures to the policy. Mr. Cobb made the motion to move the Martin Memorial Hall rules and regulations policy to the second reading with the addition of signature lines, Mr. Fisher seconded the motion. Motion carried unanimously.

10. Weathersfield Fire Commission:
A. Fire Departments Billing and Collections: Mr. Melen said Mr. Boyer is not present so he is not sure on the status of the information. Mr. Fuller said he hasn't seen anything yet. Mr. Cobb made the motion to move the discussion to September 17, Mr. Fisher seconded the meeting. Motion carried unanimously.
B. Ascutney Volunteer Fire Department Memorandum of Agreement: Mr. Melen said he has not heard any follow up since the last time it was discussed. Mr. Melen read a letter to the Ascutney Volunteer Fire Department signed by Mr. Boyer saying the Board felt it was inappropriate to have two separate agreements and West Weathersfield already signed their agreement.
Mr. Arrison noted the letter signed by Mr. Boyer asked for a response by September 3rd and for the record that no response has been received. Mrs. Daniels said the Fire Commission has discussed this for quite some time. She said it is in the agreement that the Fire Departments receive their payment a certain number of days after the quarterly tax payment and she doesn't feel Ascutney should receive their payment until they agree with the original designated agreement.
Mr. Fuller made a motion to have a first reading of the Fire Department Memorandum of Agreement with the Town. There was discussion as to what this would accomplish (without anyone seconding the motion). Mr. Fisher seconded the motion. Mr. Fisher said if you can make it policy with just three readings why wasn't that done two years ago instead of this long drawn out process. Mr. Arrison said because in a good faith effort we tried to come to a common agreement. Mr. Arrison said he supports Dave's motion.
Mr. Stapleton said he likes the agreement as that is mutual. He asked if it went through as a policy now will that change West Weathersfields agreement, Mr. Melen said no.
Mr. Cobb said he doesn't like the policy route. Motion carried unanimously.

11. Highway
A. Public Lands Highways Grant, Revised VTrans work proposal for Stoughton Pond Road: Mr. Melen said the number keeps going down but this proposal yanks out all of the guard rails again (at a cost of $13,105). Mr. Melen if we accept this proposal it will get us a paved road across the dam, a base layer.
Mr. Arrison recommends having the Town Manager contact our Representatives to ask them to meet with us. Mr. Cobb made the motion to have the Town Manager contact our State Representatives to arrange for a meeting to discuss this with us as we are not getting anywhere with the Department of Transportation, Mr. Fisher seconded the motion. Motion carried unanimously.
B. Hidden Glen Road Bridge, Proposal to Rehabilitate by Miller Construction, Inc. Mr. Arrison said we have information from Miller Construction and he asked the Board to keep the number confidential at this time (even though it's public knowledge). Mr. Melen said we have $10,000 in the budget and we could do an anticipation loan for the balance. He said from a cash flow stand point it makes sense to go to the voters in March to borrow the balance and pay it back over time.
Mr. Fuller asked what the weight limit would go to; Mr. Melen said it could be increased to 16,000 lbs if we stay with wood. Due to the condition it has been posted at 3 ton for now. Mr. Fuller asked if the Town could remake the bridge. Mr. Melen said we can replace the wood deck but can't do the structure.
Mr. Arrison said it is already September and he doesn't feel we can get this done before winter. He thinks we should hire an engineer to let us know how bad (or good) it really is. Mr. Cobb said maybe the engineer could also give us a construction idea on the best way to repair it. The consensus of the Board was to hire an engineer to look at it.
C. Sale of Surplus Equipment, 1988 Mack Truck, Screener, 1978 John Deere Tractor and the Ford Expedition Police Cruiser is ready to sell. Mr. Melen said screener hasn't been used for a long time - it was acquired with the Brown Pit.
Mr. Cobb made the motion to send the 1988 Mack Truck, the Screener and the Ford Expedition out to bid, Mr. Fisher seconded the motion. Mr. Fuller would like a time frame entered and direct all inquires to Wes. Mr. Melen said our standard procedure is to allow thirty days and to have interested parties talk to Wes already. Motion carried unanimously.

12. Old Business
A. Policies/Ordinance/Procedures, Adopt Highway Access Ordinance: The Board signed the Ordinance.
B. Tenney Hill Fire Pond Access: Mr. Melen said the gate is up and locked but the wings have not been installed yet. Mr. Cobb said he got an email from a resident down there the day the gate went up and in addition to the gate they asked for more police presence. Mr. Melen asked the Board to direct him to put up no parking signs so the gate is not blocked. Mr. Cobb made the motion to put up no parking signs in the vicinity of the gate, Mr. Fisher seconded the motion. Motion carried unanimously.
C. Town Manager Search: Mr. Melen suggested advertising for Municipal Manager not Town Manager. Mr. Arrison said he thought we had a fairly decent window for time but then realized with the holiday we are short on time. He said at the last meeting we discussed not including the salary. Abbie (from VLCT) said she feels we should set a top end we are not going to exceed. Mr. Melen said he feels we should not put a dollar amount in the ad but be up front with salary information when talking to candidates.
Mr. Arrison said he needs to talk to VLCT again tomorrow so the ad can be placed on Tuesday. Mr. Cobb made the motion to have Mr. Arrison make minor changes tomorrow while talking to VLCT if needed and also to change the language on the salary. Mr. Fisher seconded the motion which passed without dissent.
Mr. Fuller made the motion to have a special meeting on September 10, 2009 to discuss only the Town Manager Search job description, Mr. Fisher seconded the motion. It was decided that the Town Manager Search Committee will be invited to this meeting as well. Motion carried unanimously.

13. New Business
A. Request Large Gathering Permit, John and Patti Arrison for Racheal Lyle and Denise Chamberlin: Mr. Fuller made the motion to approve the large gathering permit for John Arrison, Mr. Fisher seconded the motion. Mr. Cobb asked if any fees were involved, Mr. Melen said they have always been waived for weddings. Mr. Fuller amended his motion to waive all fees associated with the permit, Mr. Fisher seconded the amendment. Motion carried 3 - 0 with one abstention.

B. Veterans' Memorial Committee, Environmental Impact Study: Mr. Cobb thanked the Town Manager and deForest Bearse for completing this application.

14. Monthly Reports: (reports have not been mailed to the Board members yet)
Constable
Highway
Land Use

15. Appointments: None

16. Sign Treasurer's Warrants: Mr. Cobb made the motion to approve the Treasurer Warrants as follows:
General Fund Payroll $17,941.32
General Fund Operating Expense $32,773.29
Highway Fund Payroll $13,856.56
Highway Fund Operating Expense $20,508.03
Solid Waste Management Fund Payroll $ 2,946.68
Solid Waste Management Fund Operating Expense $ 2,486.73
Library $ 1,027.42
Mr. Fisher seconded the motion which passed without dissent.

17. Next Meeting's Agenda Items: Special meeting next week for the Town Manager job description.

18. Adjourn: Mr. Cobb made the motion to adjourn. Mr. Fisher seconded the motion which passed without dissent. The Weathersfield Select Board meeting was adjourned at 9:25 p.m.

Respectfully Submitted,

Lisa Sargent

Approved by the Weathersfield Select Board September 17, 2009

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Norman John Arrison

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Daniel Boyer

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Glenn Fisher

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Henry C. Cobb

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Dave Fuller

Appendix

Website policy - Larry
Ancient roads (continue working on) - deForest
Posting sign policy - John
Use of Weathersfield Elementary School - Chip
Capital asset inventory - Chris Adams
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
11/01/07 Designation of emergency shelter and power supply - Dan
06/19/08 Tenney Hill Pond
07/10/08 Community Garden
04/04/09 Springfield Reservoir