Weathersfield Select Board

Minutes

July 1, 2010

Present: Henry "Chip" Cobb

Norman John Arrison

Gordon Eglintine

Dave Fuller

Others Present: Jim Mullen, Town Manager

Lisa Sargent, Recording Secretary

Wes Hazeltine, Highway Superintendent

Edith Stillson

Tom Fuller, Fuller Sand & Gravel

Peter Korbet

Christopher Adams

Brian Siano, Lane Construction

Bill Vegneault, Pike Industries

Jeannine McNamara, Springfield

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

2. Comments from Citizens: Mr. Korbet said he was wondering the status of the Perkinsville Hydrant. Mr. Mullen said we are working on getting proposals to repair it but it is not a priority. Mr. Fuller asked if it was out of order, Mr. Mullen said no.

3. Comments from Select Board: Mr. Fuller said he asked to have this added to the agenda and he feels we are not always getting accurate information on some issues and gave the School Safety Plan as an example. He wondered if the other Board members had the same concern. Mr. Cobb said occasionally we may get the wrong information but he doesn't think it is intentional.

Mr. Fuller said we sometimes get bogged down with things and gave the Select Board goals as an example. Mr. Arrison said a few years ago items used to be listed on the back of the minutes and he likes that idea. Mr. Cobb agreed with Mr. Arrison.

4. Review Minutes from Previous Meeting(s): Mr. Cobb made the motion to approve the minutes dated June 17, 2010. Mr. Arrison seconded the motion with passed unanimously.

5. Old Business, Cash Flow Report: Mr. Adams said the year ended last night at midnight and we finished in the black. He said the reserves are fully covered. Mr. Adams noted there was a large swing from May to June due to the four loan payments that are due in the month of June. He said a major contributor that affects our cash flow year to year is our increase in delinquent taxes.

Mr. Eglintine questioned the decrease in our investment account; Mr. Adams said this gets moved into the general checking account.

Mr. Adams gave the Select Board a five year balance sheet comparison which shows a big hit to our cash flow. Mr. Cobb asked if the final number reflected the most recent dollars collected from delinquent tax payers, Mr. Mullen said yes.

6. New Business:

A. Bid Awards

Seeding or Hydro Mulching Work at Brown Gravel Pit: Mr. Mullen said bids went out for conventional and/or hydro seeding and we received five bids back. He said he and Mr. Hazeltine recommend Trans America & Hydro Seeding from Barre, VT for $12,000. There was discussion about how many pounds per acre should be applied and also what type of seed should be applied to what sections of the pit. After discussion, Mr. Fuller said he doesn't have a problem awarding the bid to Michael Dolloff from Springfield, VT and he also said he talked to the Mr. Brown last night and Mr. Brown said he is ok with our decision as to who we hire and how many pounds are applied per acre.

Mr. Eglintine made the motion to award the bid to Michael Dolloff not to exceed $10,900 for conventional seeding of the Brown pit. Mr. Arrison seconded the motion. Mr. Cobb asked what the Alternate #1 consisted of. Mr. Mullen said a conservation mix of 120 lbs per acre. Motion carried unanimously.

Paving of Weathersfield Center Road: Mr. Mullen said we received seven bids for this and they were all very competitive. He said he and Mr. Hazeltine recommend awarding the bid to Fuller Sand & Gravel from Danby, VT.

Mr. Fuller noted he is not related to Tom Fuller or Fuller Sand and Gravel.

Mr. Mullen said the Fuller plant is not certified by the State of VT but their mix is tested and certified.

Mr. Eglintine asked how many tons this would be, Mr. Tom Fuller said based on the bid numbers it would be 6825 tons. Mr. Eglintine asked how much area it would cover, Mr. Tom Fuller said roughly 5.3 miles. Mr. Mullen said this would be 1 ½" overlay and then spot shim some area. Mr. Tom Fuller said the bid includes 2.6 miles of shimming so roughly one half of the road. Mr. Hazeltine noted he was told we still may get some reflective cracking which means in a years time the bad spots may crack again. Mr. Eglintine asked if we are wasting money by doing it this way, Mr. Hazeltine said he was told by three contractors we can do it this way (Fuller Sand & Gravel was not one of the three).

Mr. Arrison asked if the distance from Danby, VT would be a problem with the asphalt temperature. Mr. Tom Fuller said it is roughly one hour and the temperature of the asphalt would be fine for that distance. Mr. Arrison asked the time frame, Mr. Tom Fuller said it would be five days for the paving and another two or three days for the spot shimming. Mr. Arrison asked about his references. Mr. Hazeltine said he talked to several people and they were all pleased with his work and that included three towns.

Mr. Cobb questioned the certification with the State of Vermont. Mr. Tom Fuller said his mixes meet VOT standards but their plant is not certified and they do not have a lab at their plant. He said the mix will be tested by an independent lab every day. Mr. Hazeltine noted we have never asked for tests in the past.

Mr. Siano from Lane Construction noted that the Fuller Sand & Gravel plant is the only plant in the State of Vermont that is not certified and he feels testing is important and there should be a lab at the plant. Mr. Fuller asked the difference in price between Fuller Sand & Gravel and Lane Construction. Mr. Mullen said it is about 2.3% more for Lane Construction.

Mr. Arrison made the motion to award the paving bid to Fuller Sand & Gravel for a cost not to exceed $421,600, Mr. Cobb seconded the motion. Mr. Siano said testing should be a concern for the town and asked how many tons will consume the money that is used for testing. Mr. Tom Fuller said the price for testing is included in the bid and it will be tested daily in Danby but Mr. Hazeltine can test on site too if he wishes. Motion carried unanimously.

B. Application for Authority to Conduct a Charitable Solicitation - Ascutney Volunteer Fire Association Mr. Mullen said Chief Brown has reviewed this application and approves of it. Mr. Cobb made the motion to approve the application from the Ascutney Volunteer Fire Association to hold a coin drop on August 7, 2010, Mr. Eglintine seconded the motion. Mr. Rodney Spaulding said it would be between the Vegetable Stand and the School House Road. Motion passed unanimously.

C. Request Large Gathering Permit - Jeannine L. McNamara: Mrs. McNamara said there will be approximately 105 people for her daughter's wedding at the Weathersfield Center Church on Saturday July 3, 2010. Mr. Arrison noted that a large gathering permit isn't required until there are 125 people. Mr. Cobb made the motion to approve the request for the large gathering permit and the use of Memorial Grove on July 3, 2010 and waive the application fee, Mr. Arrison seconded the motion. Mrs. McNamara asked if alcohol was allowed, the Select Board told her property owned by the Town is alcohol and tobacco free. Motion carried unanimously.

D. Request Use of Memorial Grove

1. Jeannine L. McNamara - see above

2. Chris Rogstad/Karlene Gifford: Mr. Rogstad said he and Karlene Gifford would like to use the Memorial Grove for their wedding and reception on October 9, 2010. Mr. Rogstad stated that he understood the no alcohol and tobacco policy as previously discussed with Mrs. McNamara. Mr. Arrison made the motion to approve the use of Memorial Grove for the wedding of Chris Rogstad and Karlene Gifford on October 9, 2010 and waive the fees. Mr. Eglintine seconded the motion which passed without dissent.

7. Delinquent Tax Collection Update: Mr. Mullen said 131 taxpayers received letters that went out on June 15^th and to date sixteen of those have paid in full which amounted to just over $20,000. He said he has talked to thirty-one others which have asked for agreements however, only seven signed agreements have been returned. Mr. Mullen said a second notice will be mailed next week giving them until July 22^nd to remit payment or sign an agreement. If they don't do either of those two things then their account will be turned over to the Attorney for tax sale. Mr. Cobb asked when the first tax sale would be, Mr. Mullen said probably in September.

Mr. Fuller said he feels a lot of people will be asking for abatements and said members of the BCA should receive letters letting them know. Mr. Mullen said he encouraged abatement but also told them the laws are very strict and asking for abatement does not stop the tax sale process.

8. Set Fiscal Year 2011 Property Tax Rates: Mr. Fuller said he knows of a few houses that have sold below their tax assessment and wondered if this would help with the Common Level of Appraisal. Mr. Adams said the Lister's have noted this as well.

Mr. Cobb made the motion to approve setting the Fiscal Year 2011 Tax Rates at $0.2795 for the General Fund, $0.2950 for the Highway Fund, $0.0100 for Highway Equipment, $0.0050 for the Fire Equipment, $0.0100 for Reappraisal Reserve, $0.0025 for Aid to the Needy, $0.0085 for the County Tax and $0.0062 for Local Agreement for a total of $0.6167, Mr. Eglintine seconded the motion.

Mr. Arrison asked where the deficit was, Mr. Mullen said it is included in the General Fund. Mr. Korbet asked what the tax rate was for uncollected taxes, Mr. Arrison said $0.0150.

Motion passed unanimously.

Mr. Arrison made the motion to set the solid waste assessment at $40 per parcel, Mr. Eglintine seconded the motion. Mr. Fuller asked if multiple parcel owners only had to pay once. There was discussion on if there was a policy on this and if there isn't there should be one. Motion carried unanimously.

9. Appointments:

(vi) Conservation Commissioner - Joy Corduff: Mr. Arrison made the motion to appoint Joy Corduff to the Conservation Commission. Mr. Cobb seconded the motion which passed without dissent.

Mr. Arrison made the motion to have the tax payment due dates set as August 25, 2010, November 10, 2010, February 9, 2011 and May 11, 2011. Mr. Cobb seconded the motion which passed without dissent.

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

General Fund Payroll $15,530.40

General Fund Operating Expense $33,606.39

Highway Fund Payroll $14,588.48

Highway Fund Operating Expense $ 1,292.12

Solid Waste Management Fund Payroll $ 2,274.67

Solid Waste Management Fund Operating Expense $ 1,268.59

Grants $ 600.00

Mr. Arrison seconded the motion which passed without dissent.

11. Future Agenda Items: large gathering permit, police cruiser bid, select board goals, review of solid waste per parcel fee,

12. Executive Session: Mr. Arrison made the motion to go into Executive Session for litigation and personnel. Mr. Cobb seconded the motion which passed without dissent.

13. Adjourn: Mr. Hazeltine came out of Executive Session at the end of the litigation discussion. The Select Board came out at 9:34 p.m. Mr. Arrison made the motion to adjourn. Mr. Cobb seconded the motion which passed without dissent.

Respectfully Submitted,

Lisa Sargent

Approved by the Weathersfield Select Board on August 5, 2010

Select Boards Goals

Policy on Solid Waste Fee (charge per parcel)