Weathersfield Select Board

Minutes

August 5, 2010

Present: Henry "Chip" Cobb

Norman John Arrison

Glenn Fisher

Dave Fuller

Others Present: Jim Mullen, Town Manager

Lisa Sargent, Recording Secretary

Edith Stillson

Peter Korbet

Michael Todd

Debbie Graham

Keith Graham

Bruce Cox

Jeanie McIntyre, Upper Valley Land Trust

Willis Wood

Richard Clattenburg

deForest Bearse

Julia Lloyd Wright

Susan Boyer

Steve Aikenhead

Chief Brown

Carol Orth

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/Proposed Interim Zoning Bylaws/Self Storage Facilities (continued from July 15, 2010). Mr. Arrison made the motion to adopt the Interim Zoning Bylaws for Self Storage Facilities as presented. Mr. Cobb seconded the motion which passed unanimously.

September 8^th there will be a joint meeting between the Select Board and Zoning Board to discuss Ag soils and try to get a consensus on the wording of the bylaw. Mr. Fuller said he will be looking for information on what determines if it is Ag soil.

Mr. Fisher closed the Public Hearing

3. Comments from Citizens and Select Board: Mr. Korbet asked the Select Board if they have read the letter he sent. The Select Board members said they have not seen it, Mr. Mullen will check to see where it is.

4. Review Minutes from Previous Meeting(s): Mr. Cobb made the motion to approve the minutes dated July 15, 2010, Mr. Arrison seconded the motion. A correction was noted. Motion carried unanimously.

Mr. Cobb made the motion to approve the minutes dated July 1, 2010. Mr. Arrison seconded the motion which carried 3 - 1 with one abstention.

5. Request Large Gathering Permit, Ellen and Richard Clattenburg: Mr. Cobb made the motion to approve the Large Gathering Permit for Ellen and Richard Clattenburg from 5:00 p.m. to midnight on August 7, 2010, Mr. Arrison seconded the motion. Mr. Cobb asked if Dr. Clattenburg was familiar with the alcohol and tobacco policies at the Weathersfield Center Church, Dr. Clattenburg said they would adhere to the policies. Motion carried unanimously.

6. Old Business

A. Use of National Scenic Byways Funding in Weathersfield, Fellows Project - Approve Acceptance of Fellows Project Land from Upper Valley Land Trust, Subject to Conservation Easement: Mr. Cobb said he noticed in the paperwork that it states the "log cabin" that is on premises may be maintained which means it may be maintained or may fall apart. Mr. Wood said the State will help us with the forestry management plan. Mr. Mullen said we can get help from the Windsor County Assistant Forrester.

Mr. Arrison made the motion to approve the Warranty Deed With Conservation Easement Deed from the Upper Valley Land Trust for the Fellows Property and authorize the Town Manager to sign it, Mr. Cobb seconded the motion. Mr. Fuller said he is concerned there is not an access except through another town and we are going to lose $8,500 in income from taxes. He said he would still like to see what other property we own in Town and he would rather spend more money to purchase a permanent fix (like 50 acres around the Center Church). Mr. Wood said the taxes are actually about $3,450 a year.

Mrs. Graham said she has heard through the Planning Board meetings that townspeople would like land around Mt. Ascutney protected.

Mr. Todd said he is ok with this but feels we need more business in Town and feels the focus in the future should be on getting businesses in town to help offset the tax loss.

Motion carried 4 - 0.

B. Delinquent Tax Update: Mr. Mullen said a list of sixteen property owners went to the Attorney to start the process of tax sale but one has since come in and paid in full so there are fifteen now. He said as of today we have $656,000 outstanding in delinquent taxes. Mr. Fuller asked where the money went when delinquent taxes are collected, Mr. Mullen said to the General Fund. It was noted the tax sales should start in September.

7. New Business:

A. Requests for Proposals/Bid Awards

1. Approve Purchase of Police Cruiser: Mr. Arrison made motion to approve the purchase of the Police Cruiser through Gateway Motors for an amount not to exceed $25,825 which includes extended warranty, Mr. Fuller seconded the motion. Mr. Cobb asked about lettering, Chief Brown said that would be done in Springfield and cost about $400. Mr. Cobb asked if there would be any other expenses, Chief Brown said no. Mr. Cobb asked if we were trading in the old vehicle, Chief Brown said it wasn't allowed on this as it is a State bid. Mr. Fuller asked the delivery date; Chief Brown said he didn't know when it would be ready. Ms. Lloyd Wright asked about the gas mileage, Chief Brown said maybe around 15 mpg. Motion carried unanimously.

2. Approve Release of Request for Proposals for Perkins Hill Road Retaining Walls: Mr. Mullen said this would be with a 90/10 grant from the State and we would award the bid at the first meeting in September. Mr. Arrison made the motion to approve the release of request for Proposals for Perkins Hill Road retaining walls, Mr. Cobb seconded the motion. Mr. Cobb asked what the 10% match would be; Mr. Mullen said he doesn't know - maybe $3,000? Mr. Fuller asked the length of the walls; Mr. Mullen said 20 and 22 feet. Mr. Fuller asked if we had to specify concrete walls or could the wall be stone work, Mr. Mullen said the engineered solution is for concrete. Motion carried unanimously. Afterward, Mr. Mullen was asked to research a way to consider stone as an option.

3. Approve Release of Request for Bids for Stoughton Pond Road paving project: Mr. Arrison made the motion to approve the release of request for bids for Stoughton Pond Road paving project, Mr. Cobb seconded the motion. Mr. Mullen said by federal law we can not use the funds until the FDA has obligated the funds so we can not release this tonight but can vote on releasing it once the funds have been obligated. Mr. Arrison withdrew his motion and Mr. Cobb withdrew his second. Mr. Cobb made the motion to release the request for bids for Stoughton Pond Road paving project once the FDA has obligated the funds and allow the Town Manager to change the bid date allowing three weeks for the bids to be submitted once the bid request is released, Mr. Arrison seconded the motion. There was discussion that Leahy grant and it is not known at this time if there are enough funds to complete the project but there will be enough funds for the whole road to receive a top coat. Motion carried unanimously.

4. Approve Release of Request for Proposals for Construction Inspection Service for Stoughton Pond Road Paving/Project: Mr. Mullen said we need to have a resident engineer to supervise the work. Mr. Cobb made the motion to approve the release of request for proposal for inspection services, Mr. Arrison seconded the motion. Mr. Mullen noted there was a typo - it would be 2 ½" base coat, not 3 ½". Mr. Mullen said we will make sure the money is available for the project before this bid is awarded. Motion carried unanimously.

5. Approve request for bids to install dry hydrant on Drumlin Road: Mr. Fuller asked how much was in the dry hydrant fund now; Mr. Mullen said he thinks about $19,000. Mr. Cobb made the motion to approve the request for bids to install the dry hydrant on Drumlin Road. Mr. Arrison seconded the motion which passed without dissent.

B. Crown Point Road Maintenance, deForest Bearse - Land Use Administrator: Mrs. Bearse said she is asking the Select Board to consider an amendment to keep the road passable and asked that they read her proposal and discuss it again at their next meeting.

Mr. Aikenhead asked to amend the proposal and to include representatives of the Crown Point Road Association or their delegates.

Mr. Cobb made the motion to move this to the second reading at the next Select Board meeting. Mr. Arrison seconded the motion which passed unanimously.

C. Draft Fiscal Year 2010 Year End Financials: Mr. Mullen said we are still paying a few bills from the past fiscal year but it looks like the General Fund is over about 5%, the Highway Fund ended about 13% to the good and the Solid Waste Facility is about $30,000 short.

Ms. Lloyd Wright said she worked on a grant for the Highway Garage but didn't get it and asked if she could work with Mr. Hazeltine and perhaps still have the repairs to the roof completed. Mr. Mullen said ok to get with Mr. Hazeltine and then he would still have to get permission before spending the money.

Mr. Mullen said he recommends increasing the punch tickets for the landfill to $9.00 as soon as possible to help make up the deficit. After discussing it was left that Mr. Mullen will ask the operator at the landfill to be more "aggressive" with punching to see if that helps and we can discuss the fee schedule but not immediately raise the punch ticket price.

D. Brown Pit Closure Update: Mr. Mullen said our Attorney has notified the Brown's that we have terminated our contract and the Brown's will now be responsible for the taxes. He said we are still waiting for CVPS to move the two poles that are there. Mr. Fisher asked if the large piece of equipment has removed, Mr. Mullen said he will ask the purchaser to remove that as soon as possible. Mr. Fuller asked if we had a response from the Brown's, Mr. Mullen said he has talked to Ron and confirmed he received the letter.

8. Appointments:

(ix) Security Committee for Highway Garage and Transfer Station: Mr. Arrison made the motion to appoint Chip Cobb, Westley Hazeltine and Richard Brown to the Security Committee for the Highway Garage and Transfer Station. Mr. Fuller seconded the motion which passed without dissent.

(xii) Technology Committee: Mr. Cobb made the motion to appoint Christopher Adams, Glenn Fisher and Amity Aldrich to the Technology Committee. Mr. Fuller seconded the motion which passed without dissent.

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

General Fund Payroll $25,998.92

General Fund Operating Expense $36,223.81

Highway Fund Payroll $22,000.15

Highway Fund Operating Expense $17,322.86

Solid Waste Management Fund Payroll $ 3,414.57

Solid Waste Management Fund Operating Expense $11,641.68

Agency Monies $ 318.48

Library $ 5.53

Mr. Arrison seconded the motion which carried unanimously.

10. Future Agenda Items: town land, Bow association, Class IV highway policy, purchasing card, perkinsville school (joint meeting w/ the school board).

11. Executive Session: Mr. Arrison made the motion to go into Executive Session to discuss ongoing litigation. Mr. Fuller seconded the motion which passed without dissent.

12. Adjourn: Mr. Arrison made the motion to adjourn. Mr. Fuller seconded the motion which passed without dissent. The Select Board meeting was adjourned at 9:17 p.m.

Respectfully Submitted,

Lisa Sargent

Approved by the Weathersfield Select Board on August 19, 2010