Weathersfield Select Board

Minutes

September 2, 2010

Present: Henry "Chip" Cobb

Norman John Arrison

Glenn Fisher

Gordon Eglintine

Dave Fuller

Others Present: Jim Mullen, Town Manager

Lisa Sargent, Recording Secretary

Wes Hazeltine, Highway Superintendent

Edith Stillson

Donna Mayer, Superintendent

JeanMarie Oakman, Weathersfield Principal

Chris Callahan, Town Attorney

Kelly Murphy, School Board Chairperson

Gloria Ballantine, School Board

Nathalie Whitney, School Board

Steve Walasewicz, School Board

Diana Day

Julia Lloyd Wright

Peter Korbet

Paul Stajduhar

Pamela Stajduhar

William Jakubowski, CVPS

Gregory Heaton, CVPS

Debbie Graham

Keith Graham

Michael Szolanjowski

Ross Girard, Running Bear

Joe Szolanjowski

Ed Farris

Jeffrey Whittemore

Patti Houghton, Proctor Library

Bette Jo Esty

deForest Bearse

Annmarie Christensen

1. Call to Order: Mr. Fisher called the Weathersfield Select Board meeting to order at 7:00 p.m. at Martin Memorial Hall.

2. Public Hearing: Upper Falls Road Extension/CVPS: Mr. Fisher opened the Public Hearing. Mr. Bill Jakubowski said CVPS was present tonight to ask the Select Board permission to cut five trees (of various species and sizes) that in the Town's right of way on Upper Falls Road in order to bring power to a new house that is being built. He said that the reason they are coming to the Town is because a property owner, Mr. Bradley R. Litchfield declined to sign an easement for CVPS to go through his property.

Mr. Fisher asked if Mr. Litchfield was present and he was not. Mr. Heaton explained the pole placement using a photo he had provided to the Board. Mr. Hazeltine noted that three of the trees need to be cut and the town was scheduled to cut them when time permitted and all of them are well within the town's right of way.

Mr. Fuller asked how many times CVPS had tried to contact Bradley R. Litchfield to have him sign an easement. Mr. Heaton said he tried to contact him several times and did talk to him a few times but he said Mr. Litchfield said he did not wish to sign the easement. Mr. Fuller asked if Mr. Litchfield lived in town, Mr. Heaton said he lives in NH. Mr. Fuller asked if Mr. Heaton offered to meet him on the site, Mr. Heaton said yes and he said it was not necessary.

It was noted that this is a dead end road and there is not any other way to get power to the home that is being built.

Mr. Cobb said he wished Mr. Litchfield was here or had presented information to the Board beforehand. Mr. Mullen said a letter was sent to Mr. Litchfield to inform him of this meeting.

Mr. Arrison made the motion to approve the petition by CVPS to cut and trim trees in order to construct, operate and maintain its electric utility lines within the highway right of way of Upper falls Road Extension adjacent to the property of Bradley R Litchfield, Mr. Eglintine seconded the motion. Mr. Cobb said he feels Mr. Litchfield should be present. Mr. Fuller said he feels this may be a conflict between father and son. Motion carried 3 - 2 with Mr. Cobb and Mr. Fuller being the dissenting votes.

3. Comments from Citizens and Select Board: Ms. Sargent announced there will be a chicken bbq to benefit the Weathersfield Veterans Memorial Committee at Martin Memorial Hall on Saturday October 2^nd at 11 am.

Mrs. Graham asked the definition of an interim bylaw. Mr. Fisher said interim meant for a period of time. Mrs. Graham asked what the length of time was, Mr. Fisher said sometimes one year, sometimes longer. Mrs. Graham asked the time for the interim bylaw recently adopted for the storage facility. Mrs. Bearse said that was for two yeas and we can extend the interim bylaw for one year.

Mr. Cobb mentioned that there is now a flag on the pole at Ascutney green thanks to Nathalie Whitney for donating the flag.

Mr. Fuller said the Fire Commission last night discussed emergency fees which will include fees from the police department and highway department so this will be coming before the Select Board at some point.

4. Review Minutes from Previous Meeting(s): Mr. Cobb made the motion to approve the minutes dated August 19, 2010. Mr. Arrison seconded the motion which passed without dissent.

5. Joint Meeting with Select Board/School Board: Mr. Fisher thanked the School Board for taking time to have this joint meeting. The School Board members, Superintendent and Principal introduced themselves.

Mrs. Murphy said there will be a special town meeting on November 10, 2010 with the sole purpose to vote on whether the town will allow the School Board the authorization to dispose of the school. It was noted there isn't money in the budget to continue to maintain the building. She said there will be an information meeting on September 27^th at 7:00 pm at the Perkinsville Grange and another one on October 25^th at 7:00 pm at the Weathersfield School. She said there will not be discussion on the use of the land/school just whether or not the Town gives the School Board permission to dispose of the land/school as they see fit.

Mr. Arrison said he feels people will want to know what the school will be sued for and how much it is going to cost the taxpayers, that question has not been answered since the new school opened.

Mr. Eglintine said he thinks it would be beneficial if copies of the studies that have already been done were available to those that attend the informational meetings.

Mr. Fuller asked if the issue of the deed has been resolved. Attorney Callahan said it was never really an issue but the Barr family is in the process of signing off on the deed restrictions at this time.

Mrs. Graham asked if the vote passed, would there be another vote before the School Board disposes of it. Mrs. Murphy said another vote would not be asked for. She said she assumes the re-use committee would come back together to look at all options before a decision is made on what to do with the building.

Mrs. Day said the fields are used for school sports at this time and some equipment is stored in the school and she is concerned that they may loose use of the field in the future. She said she has expressed her concern with the School Board already.

Ms. Lloyd Wright said town money paid for the skating rink, picnic shelter, basketball court, grill and horseshoe pits that are there.

There was further discussion on the deed restrictions, title searches and even the possibility of having a survey completed.

It was noted the vote will be a floor vote but the floor vote is subject to an amendment. Mr. Walasewicz said while another vote isn't being planned on this time a vote would be needed if we need funds - a bond vote etc.

Mr. Fuller asked what was happening with the talk of the bus changes as far as owning our own or leasing. Mrs. Murphy said State is telling us that all four schools within the supervisory union have to have the same transportation system so this is being looked at over the next year.

B. Safe Routes to School: It was noted that when the motion was made at the last meeting approving the white dotted line to be painted for a walk lane it wasn't specified what side of the road it would be painted on. Some think it would make sense to paint it on the north side of the road since two side streets join School House Road on the south side of the road.

6. Request Large Gathering Permit, Running Bear Campground: Mr. Girard said they will be holding up to twelve boxing matches and are expecting about two hundred people to attend. Mr. Eglintine asked what he was doing about security, it was noted that there will be ten staff members there doing the security monitoring. Mr. Cobb made the motion to grant the Large Gathering Permit to Running Bear Campground on Saturday September 11^th from 4:00 - 8:00 pm for Amateur Boxing with security on site, Mr. Arrison seconded the motion. Mr. Cobb asked if alcohol would be present. Mr. Girard said the area of the event would be roped off and no alcohol would be allowed inside the roped off area. It was noted there would not be a rain date. Mr. Mullen said Chief Brown does not have any concern. Motion carried unanimously.

7. Old Business

A. Solid Waste Management Budget: Mr. Fisher made the motion to table this until September 16, 2010. Mr. Eglintine seconded the motion which passed without dissent.

8. Policies/Resolutions:

1. Review Purchasing Card(s) Policy (First Reading): Mr. Arrison made the motion to move to the second reading, Mr. Fuller seconded the motion. Mr. Cobb asked Mr. Mullen to add that they can give the card to employees to use and what the procedure would be for the employee to return the card. Motion carried unanimously.

2. Adopt Amendment to Policy Regarding Class IV Town Highways (Third Reading): Mr. Arrison made the motion to adopt the policy regarding Class IV town highways, Mr. Cobb seconded the motion. Mr. Fuller said he is still concerned with our liability from having work done by volunteers. Motion carried 4 - 1 with Mr. Fuller being the dissenting vote.

9. New Business:

A. Highway

1. Request for Proposals/Bid Awards:

A. Award Bid to Erect Two Retaining Walls on Perkins Hill Road: Mr. Mullen said four bids were received for block walls with prices ranging from $15,000 - $48,000. He said one bid was received for stone for $19,630. Mr. Mullen said he and Mr. Hazeltine recommend awarding the bid to Jarvis and Sons Construction for $19,630 which would be for the stone wall and noted the stone would come from Ron Brown.

Mr. Cobb made the motion to award the bid to Jarvis and Sons Construction using natural stone for $19,630.55, Mr. Arrison seconded the motion. Mr. Fuller asked what the engineering fees were for the stone; Mr. Mullen said there was not an additional fee. Mr. Arrison asked if Mr. Mullen checked with the State regarding the fact that we were not following the plans since we had stone as an alternate bid. Mr. Mullen said yes. Motion carried unanimously.

B. Award Contract for Construction Inspection Services for Stoughton Pond Road Paving Project: Mr. Mullen said the grant requires we have a professional engineer on site and we have received five proposals. Mr. Mullen said he recommends hiring Everett Hammond for the maximum amount of $12,770. Mr. Arrison made the motion to award the bid to Everett Hammond not to exceed $12,770, Mr. Eglintine seconded the motion.

Mr. Fuller asked about the other bids and Mr. Mullen said the work and hours varied so it's not comparing apples to apples but the bids ranged from $5,309 to $14,300.

Motion carried unanimously.

2. Stoughton Pond Road Paving Bids due September 16, 2010: Mr. Mullen said this is just for informational purposes

B. Public Announcement, Weathersfield Center Road Paving Project to Begin September 7^th/Expect Delays: Mr. Mullen said paving will begin Tuesday September 7^th and last a couple weeks so those that travel Weathersfield Center Road should expect delays.

C. Cash Flow Update: Mr. Mullen said last year at this time we were at $871,000 and this year we are at $1,125,000 so even though we borrowed some money for paving we are still ahead. Mr. Arrison asked if we had to pay for paving up front, Mr. Mullen said yes and Steve has that figured out.

D. Delinquent Tax Sale Update: Mr. Mullen said eleven properties will be up for tax sale. There was discussion on if the Town should bid on properties or not, the discussion will continue at the next meeting.

10. Meet with Constable: The Board said they received his report at the last meeting. Mr. Newton said everything is going fine with him.

11. Appointments:

(xi) Trustee of Public Funds (Two year term): Mr. Arrison made the motion to appoint Tina Bourgeois a Trustee of Public Funds. Mr. Eglintine seconded the motion which passed without dissent.

12. Sign Treasurer's Warrants: Mr. Cobb made the motion to approve the Treasurer's Warrants as follows:

General Fund Payroll $15,735.14

General Fund Operating Expense $39,121.98

Highway Fund Payroll $14,701.05

Highway Fund Operating Expense $ 4,096.67

Solid Waste Management Fund Payroll $ 2,262.60

Solid Waste Management Fund Operating Expense $ 5,742.09

Library $ - 27.12

Mr. Arrison seconded the motion which carried unanimously.

13. Future Agenda Items: Joint meeting with the Planning Commission on September 8, 2010.

14. Executive Session: Mr. Fuller made the motion to go into Executive Session for personnel. Mr. Cobb seconded the motion which passed without dissent.

15. Adjourn: The Board come out of Executive Session at 10:03 p.m. Mr. Cobb made the motion that the six month performance review of Town Manager Jim Mullen is complete and his base salary will be increased by $2,500 effective August 23, 2010. Mr. Fuller seconded the motion which passed unanimously.

Mr. Arrison made the motion to adjourn. Mr. Fuller seconded the motion which passed without dissent. The Weathersfield Select Board meeting was adjourned at 10:04 p.m.

Respectfully Submitted,

Lisa Sargent

Approved by the Weathersfield Select Board on September 16, 2010

"Pending Items"

Select Boards Goals

Policy on Solid Waste Fee (charge per parcel)