Selectboard Minutes - May 11, 2010



Vershire Selectboard Minutes
for May 11th, 2010(approved)

Attending: Vernal Stone ( Chair), Marc McKee, Rita French, Gene Craft, Allan Lyford, Debra Kingsbury Guests: Neal Hochstedler, Bill Baylis, Tim Farrar

Meeting called to order at 6:56pm

McKee moved to go in to executive session. All agreed. The Board returned at 7:14pm, with no decision.

Harmon driveway application reviewed and passed along to Lyford. Bedi/Worcester driveway/access determined to fall under the same 28 ft width and guidelines as other driveways. Lyford will call them to inform them. Lyford has reviewed Z. Jenks driveway and recommended the road runoff be ditched towards the woods.

Lyford asked the board for clarification on the gravel category budget and noted that the crew didn’t use as much gravel during mud season as anticipated. Stone recommended June 1st be the cutoff for seasonal gravel transition. Craft stated that the town budget is for guidelines and that Lyford and the Road Commissioner should use the gravel account as needed to purchase coarse or finer depending on seasonal needs. Lyford stated that he would like to use the present stockpile of larger stone on Beaver Meadow Rd. Craft stated that Mr. Liebmann had visited the Town Office earlier that week and said that the road should be about a foot higher in his area. Liebmann has been allowing the highway crew access to do repairs at the beaver baffles and culvert areas. Craft has contacted the State about the “baffle” and they stated that if the present one is not adequate then perhaps another needs to be added. Lyford suggested two additional baffles may be needed to remedy the beaver issues there.

Lyford reported that he had received multiple bids for the Vershire Center Road project and that he and Craft had completed and sent the grant application in to the State.

The underground service tank removal was discussed. An invoice from Daly Environmental has been received but was higher than expected due to extra needed removal services. The original quote was $1600. The final invoice of $3850 reflected additional costs of $300 for oil drums and $1950 for disposal of contents. Stone asked what portion the State may pay. If this fee is covered under the State UST Program, the town may have to pay Daly first and then be reimbursed. Craft will contact the State for verification.

Craft, the Administrative Assistant to the Board, requested that the members reply to his e-mailed requests between meetings allowing him to complete and file reports as needed to meet deadlines and reported that the insurance claim has been filed with VLCT.

Stone asked Lyford if the Highway Dept had adequate road signage and if the town is compliant with the AOT guidelines. Lyford and Baylis, who have attended “flagging school” in the past, will update their certification and contact Fred at VLCT to set up a date to attend the required training French and Stone reported that they had received calls from residents about road conditions. McKee commented that the roads he has traveled appear to be in better shape than previous springs. Road conditions and weather related items were discussed. Signs to notify of road grading, both on the equipment and in the roadways reviewed. Lyford will contact Worksafe Sign Co. to purchase required signs.

Chloride distribution on back roads was discussed. Lyford recommended that they install the tank on a trailer instead of in the back of the truck. Hochstedler and Craft both stated that the State has a surplus outlet and perhaps the town could acquire a suitable trailer to carry to tank. Craft will call the State for information and availability of equipment.

The Highway Crew had to respond to a transmission oil spill at the Town Office parking lot last Thursday that was left by a resident’s truck.

Wakefield property repairs discussed.

Hochstedler reported that the State Fire Inspector had visited the Town Center Building last Thursday. He approved of the recent work in the boiler room and noted that the smoke detectors/alarms were not operable and that the front ramp required an ADA handrail. Discussion as to if the smoke alarms were hard wired followed and that the facility manager may need to contact Tilden electric to correct. Hochstedler offered to install the ADA handrail and will bring quotes in for the board’s review. Stone moved to authorize Hochstedler to make and install the handrail. McKee seconded. All were in favor. Hochstedler stated that once those items are corrected, then the Fire Inspector can issue a Certificate of Occupancy.

Condition of Moody Swamp road discussed and trash in the area.

The Board would like to extend special thanks to all that worked and volunteered their time on Green-Up Day and to those that continued to work throughout the weekend and Monday to collect discarded tires and furniture.

Baylis, as Planning Commission Chair, came to follow up on the results of the letter to be sent from the Board to non-attending members of the PC. The Board stated that it had not been sent out as yet, and that they were reviewing the drafted letter tonight. Baylis will check back in two weeks for the Board’s determination. Baylis stated that he would speak with TRORC to see if the town can acquire written driveway speculations as it would be helpful to be able to give those out along with the driveway applications to clarify from the start of the process. The Selectboard and the PC agreed that a driveway should be 28 feet in width where it meets a town road and cannot emit water runoff on to the town road. The driveway at the Hoffman property was discussed. It was determined that the drive, where it meets the town road, was in compliance and that the balance of the driveway is the responsibility of the landowners. Craft will copy the owner’s deed for verification as to the wording that the family had stipulated when the property was to be subdivided to his heirs and will send a letter to Ms. Hoffman to finalize her questions to the town on this issue.

The Board moved to go in to Executive Session at 8:44pm and returned at 9:14pm with no decision to report.

Minutes from April 27th were approved as amended.

Emergency Operation Plan was reviewed and contact info was updated and will be sent back to Rita Seto at TRORC.

Flood Insurance Resolution was reviewed. McKee stated that it appears to put a lot of responsibility on the town Development Officer and suggested that the board speak with Pete Fellows at TRORC for further explanation. McKee felt that accepting the resolution, as written, may entail more costs and expectations for the town to bear. French asked when the deadline was for acceptance. McKee will contact Fellows before the next meeting.

A letter was received from J. Cullinan, reviewed and placed in the correspondence file.

Trash route changes were discussed. Several residents on Goose Green Rd will be requested to drop their weekly trash off at either the corner of Private Rd #1 or Vershire Riding School Rd. Craft will contact those residents.

Overweight road permits reviewed as well as the need for operator’s certificate of insurance to accompany. Craft asked how the town might monitor the other trucks than utilize Vershire’s roads. Stone suggested that a letter could be sent out to the trucking companies asking them to comply.

Town Center Building “paint bid guideline” letter reviewed and authorized to be sent out.

The Board reviewed some State Unemployment paperwork for requests for extended benefits that needed to be returned by June 7th.

Highway crew advertisement discussed and decided that it need not be extended. The Board reviewed several applications.

Thermostats in the Town Office were discussed as to their age and safety. Craft has gotten a quote from WEC for their replacement.

Orders were reviewed and signed.

Craft stated that the annual audit of town records was coming up and that he expected them later in the week.

The Board agreed that Goodrich should contact local carpenters to get bids for some needed exterior clapboard and facia repairs prior to having the building painted.

Meeting adjourned at 10:05pm