Selectboard Minutes - June 8, 2010



Vershire Selectboard minutes for June 8th, 2010 approved

In attendance; Vernal Stone, Marc McKee, Rita French, Gene Craft, Debra Kingsbury, Alan Lyford Guests: Bill Baylis, Andrea Herrington and Toivon, John Smith, Gary Goodrich

Vernal stone called meeting to order at 7:05 pm

Herrington gave a progress report for the Vershire day activities and stated that the group has been coordinating the activities with VF&R and the Historical Society. Music will be provided by Sam Moffat’s trio from 2-5 right after the parade. Then, music will be performed by the Panhandlers from the Arts and Music School of Randolph. Raymond Burke has agreed to either do DJ work or live music later in the evening. There will be many children’s games, and vendors will be marketing their crafts or baked goods on the front lawn area. The parade will start at 1:30, and Craft is handling the permits for it. The committee received permission, from M. Sleeper, to use the Post Office field and parking area to assemble in and the paved area in front of the Timberhomes shop will be for motorized vehicles to assemble. They are still ironing out the details for where the parade will turn and end up on Vershire Center Road. The board suggested the town field area beyond Janney’s as the route completion area. Herrington has left parade registration forms at the town offices for anyone wanting more inform to participate in the parade. Baylis and Smith suggested several people for Herrington to contact to see if they would drive collector cars in the parade. Herrington was trying to confirm with John Melquist to see if he’d be willing to have his draft horses pull a wagon at the end and asked if anyone had antique tractors they’d like to drive in the parade. She stated there are new parade rules, there will be no candy throwing, but stickers could be tossed out. She also wanted the board’s input if the parade participants needed to sign a “hold harmless agreement,” or “photo release wording.” Craft will check with VLCT for release recommendations. The committee will prepare a map of the staging areas and the parade route. Helmets will be required for ATV and bike riders as well as stilt walkers. They plan on keeping the animals at the end of the parade making clean up easier. Stone stated that the field beyond Janney’s would be mowed in preparation for the fireworks crew and the animal trailers could be parked there to accommodate the parade participants. McKee will speak with Janney to see if she will allow the parade participants to use the area around her barn. McKee asked about traffic management. Herrington stated that it would be similar to the way it’s done at the snowshoe-a-thon. They will get volunteers to do 1-2 hour shifts. Craft is working on the permits as they must come from the state as Rte 113 has to shut down during that time frame. VF&R is available to do flagging at the end of the route.

Stone reminded Herrington that the chicken BBQ area would need to be closed off and Craft added that an area around the bread oven would be is use for the pizza for lunch.

Stone added that the VF&R rescue truck will be on site, too.

The area around the parking lot berm was discussed, and where the electric line is buried that runs to the bread oven pavilion. On July 2nd, the parade committee will post signs to designate the staging areas for each group. Craft stated that the fireworks permit was in process.

Process to reduce the Planning Commission from 7 to 5 members discussed and it was agreed that a public meeting would be warned for it to be reviewed at the next Selectboard meeting on June 22nd.

John Smith has looked at the old truck at the highway garage and discussed swapping some stone hauling, in exchange for the Sterling truck and gave his written proposal to the board.

Property assessment changes were mailed out on June 3rd. The Town received one on the Town Center Building as the bread oven and its pavilion needed to be reflected in the value. Baylis asked what was happening with the storm windows that had been installed incorrectly and noted that others needed adjustments for proper fit as well. Stone stated that he had recently noted the misalignment of the windows as he had put the screens in for the prior to the June 4th public service award ceremony and several of the locks needed adjustment. McKee asked who had signed off on the installation. French will contact J. Zimmer for review. The exterior vent for the boiler is creating condensation in the attic and needs attention as does the veteran’s memorial lighting. The Board authorized the items to be corrected. Goodrich is working on getting an estimate to improve the Veteran’s lighting. Craft stated that Tilden electric replaced two fire alarm detectors in the Town Center Building and they are now all operational. French asked about the painting bids and needed exterior carpentry work. Craft stated that the letters for same were in the orders with requested responses due back on June 21st. An outside spigot is also needed and there was a pipe in the storage room that could be used. It should have in interior shut off as a precaution. Laura craft had previously suggested that it have a special key device on the exterior for proper use. McKee asked if there were any other problems. Craft stated that the dehumidifier area was excessively wet and should be monitored.

The Board approved the fee of $40 for Fred Crowley and Debra Kingsbury to attend a grant writing seminar in Montpelier on June 23rd, and discussed the possibility that a grant request may hinge on accommodating access from the foyer to the lower level for future voting needs. This might also assist the town with funds for installing the lift/elevator at the town center building.

Lyford stated that the highway crew is working on ditches and culverts on Miller Pond Road. Owners of 1062 Parker Rd have requested the culvert be replaced under their access. The Board discussed that there should be a written policy on culverts but felt that the owner should be responsible for the culvert and that in this case the town may assist with needed gravel as McKee stated we do want adequate drainage there. Baylis stated that the town plan stipulates that driveway access permits include the owner installing a culvert if deemed necessary, and the Planning Commission is presently addressing the issue of repair versus new. Upgrading should be done to new specs where applicable. Lyford added that any culvert needing replacement should be up to present standards and that wording in the town plan should include anticipated exceptions, too.

Lyford asked about the UST cleanup. Craft stated that the proposed plan and budget for it had now been submitted and was in process via e-mail to the town and state. It was up to the Board to review and sign. Lyford stated that it needs to get resolved so the Board can move forward to get quotes for the garage “wing” renovation. Stone asked Craft if he would prepare a bid request draft. Discussion followed as to the soil clean up monitoring and concerns about roof water runoff. Stone and McKee asked who might make that determination and thought it may fall to the development officer. The Town may have to apply to the Planning Commission for a variance as to set-back requirements. This could be done at the July Planning Commission meeting. Craft asked if the roof could be extended to the rear of the building. Lyford seemed to think that would be a problem as that is the septic area. Baylis stated that the support for the roof should have a 4 ft frostwall. French asked if the state was going to pay for the UST clean up and craft stated they were except for the $250 deductable. Lyford informed the board that VLCT will not pay for the fire dept personnel to take the flagging course as they are volunteers. Stone asked what the minimum enrollment count needs to be to hold the course here in town and asked what the fee would be for VF&R personnel to attend. Craft will check. Stone stated that VF&R would be willing to pay for their fees to avoid costs to travel to a course across the state.

Stone asked if the board wanted to authorize and sign the Daly environmental report with quotes for work completion on the UST project at the highway garage. All were in favor.

Craft will contact the state to see if Vershire can participate in the group purchase of salt. Lyford estimated that the town needs 300 ton. A group purchase for culverts was discussed saving 25% if the town had a place to store them. Stone stated they could use 3 or 4 more culverts on Parker Rd., and a Durgin Hill Rd stone culvert needs replacing. Lyford thought a 28 ft culvert would run about $375 but will research with the offering supplier. Lyford stated that the cables broke on the overhead door at the garage as they were rusted out, and suggested that he have both doors serviced closer to fall. He also hoped they could blow in insulation in the attic. Baylis is waiting to hear back for the energy rehab request that was submitted to TRORC. McKee will check with Trevor Starr at the state about grants as well. Tree removal at the Town Office was discussed after a section of maple fell behind the town offices damaging the satellite unit. The highway dept cut it up.

Gary Goodrich came in to discuss the Mascoma Savings Bank grant that the Historical Society was in receipt of in the amount of $2k for the Town Center Building lift and added that the Historical Society would add $1k to it. They will hold the money in an escrow account until needed. He will send Mascoma Savings Bank a thank you letter.

Baylis, as PC chair, recommended to the board that development permit application fees be increased from the present $15 to $25 plus the recording fee and permits applied for after construction has begun should be $50 plus the recording fee. This includes driveway access permits as well. Baylis stated that it was up to the Board to set the rates and this was the Planning Commission’s recommendation. Certificate of occupancy, if required by a homeowner, will be $50 plus recording fee. Stone asked the board if they were all in favor to increase the development application fees. All were in favor and the increases were approved. Craft will update the fee schedule. Baylis stated that the Development Officer usually sits in on the PC meetings. The PC can give permit information to VF&R for fire protection needs. 911 numbers discussed.

Goodrich came in to discuss town center grounds improvement needs such as bases and liming of baseball field, paint for benches and picnic tables, chip on playground base and some bats and gloves, as they used to be supplied and kept in the small shed that’s been removed. McKee asked how much Goodrich estimated. He stated $500. The Board asked Goodrich to put it in a written proposal and submit. Goodrich noted that the drainage area needs ditching and Craft asked if the Highway Dept could assist with that. Goodrich stated that the granite stones edging the front lawn have been reset as he located two up on the banking. He stated that the cemeteries look good but the one on Vershire Center Road has 23 stones that need repair.

The Board reviewed a septic design submitted by the new owners of 420 Eastman Cross Rd and discussed the drive access to verify it would accommodate an emergency vehicle.

Pete Fellows from TRORC had inquired about the flood resolution approval with minor changes and had been informed that the Board had approved it.

McKee questioned the unemployment request from the State, and Craft explained that the State verifies a person’s employ for three previous years no matter what the job description.
Minutes from 5/25 and 6/1 were approved as amended.

Orders reviewed and signed.

Meeting adjourned at 9:05pm