Selectboard Minutes - April 27, 2010



Vershire Selectboard Minutes for April 27, 2010 (approved)

In attendance: Vernal Stone (Chair), Marc McKee, Rita French, Alan Lyford, Gene Craft, Debra Kingsbury Guest: Bill Baylis (Planning Commission Chair), Gary Goodrich (Town Center Building Facility Manager)

Stone called the meeting to order at 7:00 pm.

Baylis had received a response from Rita Seto of TRORC in regards to the Board’s question about accessing private land in the case of a potential or present emergency when the Vershire delegates recently attended the Local Emergency Planning Commission meeting. The Vermont League of Cities & Towns also gave input. The Board can request equipment access to private parcels if clear and imminent danger exists. Methods, how to schedule emergency response plans, and notification for easements to gain access were discussed. It was agreed that the Town, and the Board, be proactive not reactive. McKee suggested that a list of property owners along local rivers and streams be compiled to expedite contact should an emergency arise. McKee questioned if pond owners are responsible should their pond break open and cause damage to other property. Stone thought there were guidelines. Baylis will research with TRORC.

Baylis and the Board agreed that a list of local heavy equipment operators should be compiled for emergency preparedness. Craft informed the Board that Washington Electric Coop has requested a copy of the Town’s “Rapid Response Plan.” Craft and Stone will update the form.

Baylis, in filling out the energy audit request form from TRORC, noted that the Town would be liable for 30% of the cost of the audit, not to exceed $500 and will check with TRORC as they had originally stated there was no cost for it. Baylis met with Lyford at the highway garage to answer items on the request form. Baylis and the Board agreed that unless the audit would be free, the Board would be better to apply the $500 towards installing insulation in the attic. Lyford stated that he would like to see added insulation over the heaters and add a ceiling fan to push the heat down. Types of insulation were discussed.

Baylis updated the Board that the Planning Commission had accepted Gene Craft’s resignation from the Commission and that John LaPierre was willing to take the vacant seat. Baylis informed the Board that three PC members have been absent in excess of 4 consecutive meetings and asked that the Commission be reduced from 7 to 5 members. McKee moved that a letter be written, Craft will draft one. French seconded. All were in favor. The Board will consider reducing the Planning Commission from the present 7 members to 5.

Baylis stated concern over the lack of building permits being applied for prior to construction and if there should be a penalty applied to those that apply after the fact.

Discussion followed as to how the development officer needs the permits to verify proper setbacks and research completion of certain items before issuing a “Certificate of Compliance,” which home owners may need for tax and insurance reasons. The current permit fee is $15 plus $10 for recording it. Lyford added that Chelsea sends a letter to property owners, giving 30 days to comply, and the penalty is $100 per day. Baylis and Strassburger will research what other towns are charging for permits and penalty fees.



Driveway access at the Worcester property was discussed. The Planning Commission will follow up with the determination.

Lyford, Highway Foreman, reported that maintenance items had been done on the grader and related costs had been minimized as he was able to do some of the work. However, the 4000 hour service should be addressed and recommended that a specialist set the valves and check over the motor. Discussion followed as to several John Deere technicians. Stone asked about the levers. Lyford will research. French asked if the work was covered under any warranty plan. Lyford answered that it wasn’t at this time and that he had just received two 55 barrel drums of oil to do service work. The trash pickup route was discussed as to how to make the stops safer for the truck and the crew. It was noted that property owners are not depositing their trash at the designated drop off spots sited on the map that was in the Newsletter helping to minimize costs and maximize safety concerns. Green up day procedures were reviewed. It was also noted that setting up a one way traffic pattern at VF&R on recycling days was working well and making it safer.

Lyford informed the Board that he met with Trevor Starr from the state and received a plan for repairs on Vershire Center Road and related stream bank stabilization in the same area and gave the Board a copy for their review. French asked where the large retaining stone would come from. Lyford stated that the 4 ft stone could be purchased by the Town, tax exempt, from a local quarry. Lyford has contacted multiple contractors for bids for the work allowing him to submit an application for potential grant money. The needed 2 ft dimension stone was also discussed. The State will contribute 90% of the cost of the project, if the grant is approved.

Goodrich came to update the Board on needed grounds repairs at the Town Center Building, such as some topsoil to repair ruts in the lawn and shared his concern for a perimeter berm and some ditching around the ball field and playground areas. He also asked for some soil to be added to the rear of Town Office parking to level it. Lyford will meet with Gary on Friday the 30th to finalize. Goodrich asked the Board if they wanted him to clear the brush on the banking beyond the historical wing. McKee suggested that a student work force may be able to assist him with the project and will research. Goodrich stated that the town riding mower has a flat tire, won’t start, and asked if the Board recommended a location for potential service, if needed.

Goodrich has spoken with painting contractors for quotes for the Town Center Building exterior. Discussion as to what specifics should be required for the entire job, such as clapboard repairs, scraping, priming and final coat and type of paint. It was agreed that a carpenter should be contacted for the fascia board and clapboard repairs. The Board will prepare a list of specifications for the contractor quotes so that they all have the same guidelines for the job. Craft will draft the specification letter for the Board’s review. The excessive heat in the historical wing was discussed. Goodrich will contact the plumber/heating contractor to determine the cause.

Lyford asked if Daly Environmental Co. had completed and sent its report to the State.

Craft stated that it had been sent and VLCT had been notified as well for the completion of the claim. Updating the septic tank at the highway garage was discussed, and repairs at the Wakefield property.

Craft asked to have the thermostats in the town offices updated as they appear to be the original ones from the 70’s and had both safety and efficiency concerns about them. The Board authorized Craft to have Tilden Electric come inspect and update as needed.

The Board reviewed the “Employee Review Card” and revised with a comment area for the personnel files. It was agreed that they would be executed, reviewed with the employee and signed by all parties in future executive sessions. McKee moved that the new review card be adopted. All were in favor. Craft provided the Board with 2010 highway budget hours and pay scale items for their review. McKee moved, and French seconded, that the Board go in to executive session at 8:57 and they returned at 8:59 with a decision to advertise for a highway crew member. It will be posted in the Journal Opinion, Valley News, Times Argus, the Vershire discussion site and on vershirevt.org.

Craft provided the Board with updated account balance reports.

Orders were reviewed and signed.

Minutes from April 13th and 21st were approved and accepted as amended.

The Board agreed to meet at 6:30 on May 11th to go in to executive session before the regularly scheduled meeting at 7pm.

Meeting adjourned at 9:25pm.