Selectboard Minutes - May 25, 2010



Vershire Selectboard minutes for May 25th, 2010 approved

Attending: Vernal Stone (Chair), Marc McKee, Gene Craft, Debra Kinsbury, Tim Farrar, Steve Ward, Kathy Hodge & Franklin Soboleski of Pike Industries

Vernal Stone called the meeting to order at 7:05pm. Soboleski came in to update the Board on the Rte 113 project and stated that Pike Ind. would build up the berm at the Town Center Building parking lot while their water truck was using that local to pump water from the river. He stated that the infused concrete material they are placing on the road needs to be kept wet and cure for 7 days. The section from the Town Office up to VF&R has been completed with this step of the project. The Pike crew will only be watering Rt. 113 over the holiday weekend and would be sweeping the parking lot. Ward stated that the Board should extend their support for the Rte 113 project and that Soboleski and the crew were doing a good job. The Board expressed their support and noted that the State had granted permission to Pike to draw water from the river.

Lyford and Craft discussed the process for winter salt bids.

The Board had called a several contractors for an estimate on the Wakefield property repairs, but was only in receipt of one from W. Parker in the amount of $600 and the Board authorized the job be given to him. Craft will contact Parker.

Lyford stated that the highway crew is presently working on Parker Rd. They are placing calcium chloride to minimize the dust. Kathy Hodge attended the meeting to discuss conditions of the roads. Farrar stated that the calcium seemed to not be adhering to the roads as conditions have been extremely dry. Stone asked if the crew should apply in flake form instead of the liquid application. Lyford stated that they could try to put down more but that the early heat has made things very dry. Hodge stated that she has never seen the roads quite this bad and that the dust is creating visual problems for passing cars and she was concerned as it is a bus route. Hodge stated that excessive sand in the roads has caused her all wheel drive-device to engage unexpectedly for this time of year. Lyford stated he hasn’t seen this condition either. McKee and Kingsbury noted that extreme heat and lack of rain seem to be having the same effect on many roads in abutting towns as well. Hodge stated, instead of the crew working on culverts and ditching at present, they should be smoothing the roads. McKee stated that ditches were important to be done at the same time as grading in a specified work area for prevention of downpour rain washouts. Craft stated that we should concentrate on the dust issue. Lyford discussed grading down to the hardpack or adding material. Hodge noted three areas that were so sandy that it caused vehicles to fishtail and again expressed concern as a bus route. Craft asked if calcium works better if road wet before or after the application. Lyford and Farrar stated that they have applied the chloride three times in that area and questioned if they should put straight stone there. Stone and Lyford will research corrective measures. McKee stated that some things are beyond control (due to weather) and when rain does arrive it may make the roads muddy. It was noted that a Brown Rd resident had left a message at the Highway Dept noting the dust and sand conditions of the road. The Moody Hill area was discussed. McKee will travel that way and report back. Rita French arrived at 7:30pm and Stone gave her a brief recap of the Pike update.

The underground storage tank was discussed. The town is waiting for the report from Daly Environmental. Craft asked where he should itemize the costs in the budget reports and informed the Board that the town was recently in receipt of an overpayment to RISD in the amount of $32,000. Craft pointed out that this unexpected money could offset the UST expense and would need to be itemized in the Town Report. Daly will send his report with a proposed budget and time frame for the remainder of the project for the Board’s review and provided that no contamination is found in the area soils, the town can move forward with replacing the septic tank at the highway garage.

McKee stated that Lyford’s 90 day review was past due and needed to be addressed. The Board agreed that tonight’s meeting will be adjourned to a date specific time of June 1st at 7:00pm for the Board to go in to executive session for Lyford’s review and asked Lyford to join them at 7:20pm.

Lyford stated that May 26th was the next flagging course that the crew needed to attend but that it conflicted with the rubbish route and road needs at present. Ward suggested that a flagging course be held for Vershire and surrounding towns and could be held in the VF&R meeting room. Craft & Ward will contact the course instructor to set up a date and get an attendance sign up list circulated.

Placement of flags along Rte 113 prior to the holiday weekend discussed.

Ward stated that he would like to see the Board make a decision on the road crew position. Lyford and Ward left the meeting to review the condition of Parker Road.

The Board went in to executive session at 7:50pm and returned at 7:57pm with a decision to hire Tim Farrar as a full time crew member at $17 per hour with an effective start date of May 26th, 2010 and a single person health plan package will be included.

Caution signs discussed for freshly graded and raked roads. Farrar stated the highway dept, had graded and raked the areas on Parker Road previously discussed and thought it would settle for the night and be better tomorrow. It was noted that some local residents are causing damage to the roads in question.

Stone and Craft will finalize and update the Emergency Operation Plan for the file and send to WEC per their request.

Craft suggested putting the Development Ordinance information, presently for sale in the Town Office, on the town website. All were in favor.

McKee spoke with Pete Fellows at TRORC on 5/12/10 about the Flood Insurance Resolution and concerns that it would add workload to the town’s development office.

Fellows explained that any new application for a building in the flood plain area would need a separate additional permit and have to file for the flood insurance. Vershire needs to have a file for these structures and our Dev. Officer would not be the one to issue those particular permits. The Board approved a number of minor non-substantive changes to the Vershire Flood Hazard Bylaw that was adopted at the 2010 Town Meeting as recommneded by the TRORC. The Board unanimously passed a Resolution for Applying for Flood Insurance.

The Board reviewed the Town Center paint bid letter to be sent out for quotes. Craft wanted to clarify that the deleading project done in 1996 consisted of stabilizing and painting the building up to a height of 5 feet only and that paint contractors would need the information to quote properly as they would need to take precautionary measures where old paint remains. All were in favor of the wording of the letter and asked Craft to send it out.

The letter sent out to Planning Commission members was discussed. It was agreed to give the recipients additional time to respond and the Board will make a decision at the June 8th meeting and ask the PC Chair for recommendations for the vacated seats.

Craft report that the letter to property owner in reference to the driveway concerns had been sent out.

The Town Auditors had contacted French with the standard follow up questionnaire.

Pat Garrow will be contacted about placing the flags at the cemeteries. French stated that she has the flags for installation.

Lyford returned to give the Board an update on Parker and Vershire Center Roads.

Minutes for May 11th reviewed and approved as amended.

Orders reviewed and signed.

Stone suggested that multiple contractors be contacted about the needed clapboard repairs at the Town Center building prior to painting. Craft will contact the contractors.

Residents operating in the town ROW on S.Vershire Rd discussed. The town also discussed levying fines and other expenses on the offending party.

An upcoming summer event at Pema Osel on Eastman Cross Rd prompted the Board to discuss putting up signs for that weekend designating the road ONE WAY. Stone will contact the residents at Pema Osel to discuss.

Vershire Day permit for parade and the need for a traffic officer for that time frame and after the fireworks discussed. Craft will contact the Orange County Sheriff for guidelines. Stone stated that VF&R has the needed road signs and caution cones for the event.

Goodrich has asked when the Port-o-lets will be arriving for summer use at the Town Center building. Craft will contact the provider.

Craft informed the Board that the bread oven had been fired up on May 20th and was attended by about 50 for Soup (and Pizza) night. The plan is to use the oven the second and fourth Fridays of each month and on Saturday June 12th, from 9-3, a “workshop” will be held at the bread oven pavilion for those wishing to learn how to use the newly completed oven. Bread may be for sale after each use. Craft wished to extend thanks to Kathy Young, Carol Suiche, Brigette Savard, and Laura Craft for a great community meal.

Stone asked about the baseball leagues that had previously used the town ball field. Craft stated that they hadn’t organized in time this year and hadn’t requested to use the field.

Goodrich suggested a formalized agreement should leagues request use in the future so that both the league and town know what responsibilities can be expected.

French asked what had happened with doing a Farmers’ Market at the Town Center Building. It was noted that it never came to be and the Chelsea has now changed the date of theirs to be Fridays from 3-6 and was starting on May 28th.

McKee noted that Kathy Parshley has generously offered to open up the Made in Vershire shop for the Mountain School students this week as many wanted to purchase items before heading home.

Meeting adjourned at 8:57pm until June 1st at 7:00pm