Selectboard Minutes - June 22, 2010



Vershire Selectboard Minutes
for June 22nd, 2010 (approved)

In attendance: Vernal Stone, Marc McKee, Alan Lyford, Gene Craft, Debra Kingsbury

Guests: Lynn Roy, Neal Hochstedler, Diann Ward

Vernal Stone called the meeting to order at 7:09pm

Lyford gave a highway report update. He has priced out a plow for the 2009 truck and the board and he agreed that the heavy duty type would be better suited for the truck. Lyford has spoken with Craft about getting a written policy to be distributed to property owners to clarify driveway permit requirements. He would like to establish that the land owner initially pays and installs a required culvert, the gravel, needed materials and determine who maintains in the future. Should a driveway culvert fail, would the land owner then be required to upgrade the culvert pipe to present standards and if the owner will pay for the pipe and materials, will the town assist with the installation? The Board will see if TRORC has a schematic for driveway installation and then set a policy. Lyford stated that highway crew, Tim Farrar, would be attending an equipment training session in Thetford on the 23rd and would have Farrar ask Thetford Highway Dept. if they had a written town driveway installation policy. Lyford requested the $35 fee for the training session. The Board approved the training fee.

Lyford met with Kingdom Road resident, Ed Lane, last week, as four of the property owners on the North end of the road have offered to pay for 2 loads of gravel each when the town is ready to resurface that area. Craft suggested that Lyford get an estimate for the material and hauling it and then the group of four can pay their portion prior to the deliveries. The town will then coordinate the hauling and grade the material. McKee suggested that when the topic of Class 4 roads arises, that the property owners approach the Board with a written plan, time frame, and their request for approval. It was decided to invite the Kingdom group in for clarification and scheduling as Lyford noted an old stone culvert on the road is in need of repair.

Lyford stated that he had no confirmation on highway grants for blacktopping, and that he needed to know soon, to be able to get on a paving contractors schedule. He wanted to know if there would be funds to assist with the needed work on Vershire Center Road. Both Lyford and McKee will contact Trevor Starr about this.

Lyford stated that the highway crew had done work on Eastman Cross Rd. McKee noted that he had received feedback from Vannessa Waxman, from Pema Osel, that they agreed that making Eastman Cross Rd a “one-way” street for the August weekend of their scheduled “conference” would be a good thing. Ward commented that the one-way should come in from the Ervin property end of the road towards South Vershire Rd. Stone agreed, as emergency vehicles would require the quickest route if needed. VF&R has signs that can be set-up for that weekend. Stone stated that Eastman Cross Rd and other roads in that area that have been recently ditched by the highway crew are looking good and holding up well. Phil Johnson, of Eastman Cross Rd, had sent along positive comments for the crew as well.

Roy came to discuss the need for the playground area base to be redone with a particular type of recommended wood chips. The Playground was done about 6 years ago and it was noted that the chips would need replenishing about every three years. Stone agreed that they were getting thin and has spoken with building facility manager Goodrich about it. Roy had gotten a price of $2000 for 60 yards of material and asked that it be delivered in the next two weeks as there will be 9 teenagers willing to do community service. McKee asked why we need these high quality chips. It was noted that play sand will compact and get hard, whereas the wood chips move. Roy had contacted Ed O’Leary, from the Land Water Conservation Fund, and this is the approved type they require. It was stated that there was approximately $2700 left from the initial grant for the playground section in the recreation field fund and it was noted that this area is federally protected for recreational use. McKee asked if the Board should anticipate replenishing the playground base every five years. Craft stated that it should be added in the annual budget each year for continued maintenance. Roy suggested that there be a Playground Committee to report to the Board twice per year, and that she proposed three people with Goodrich to monitor. The group may apply for grant money for upkeep, using participation and usage numbers.

McKee asked Roy to have VerShare issue a check in the amount of $500 for the security deposit for the summer camp use, as they had done last year, and for a VerShare representative to meet with Goodrich prior to the start of camp on July 17th.

The Board agreed to ask Craft to order the wood chips and have delivery on July 5th or 6th so that it would not take up space on Vershire Day.

Ward asked to have Richardson Road discontinued as a town highway, and asked what the process was to do so. Craft stated that 5% of voters would need to sign a petition or the Selectboard may initiate. Ward asked if she should start the petition or if the Board would initiate. McKee stated that he thought the Board had initiated it at a previous meeting when Steve & Diann had brought it to their attention. McKee moved that it be officially initiated and the Board agreed to move forward with the process. Craft will check to see how to streamline the process as it only accesses one property. Stone stated that he thought that it would need to be posted and then given to the Planning Commission 10 days prior to their monthly meeting. Notice would be sent to abutters, which in this case was only the person requesting it. Ward offered to come back when needed to finalize. Ward wanted to compliment the Road Crew on doing a great job on area culverts and ditches, and had heard good feedback from many in town. She wanted to acknowledge and thank the Selectboard and the Road Commissioner for hiring the crew. Stone agreed that interacting with the highway crew has been very positive and productive noting that they work well with the public. The Board agreed that the two employee crew was saving tax dollars. The present ditching will be cost effective and make winter road maintenance much easier, resulting in less wear and tear to the equipment.

Hochstedler came in to follow up on the needed handrail for the inside of the entry ramp to be ADA compliant. He estimated the materials for stainless steel rail to be $240.

Discussion followed comparing other materials and the need for them to be coated or painted for upkeep. Stone moved to authorize the stainless steel handrail at a cost of $240. All approved.

Stone asked Hochstedler what information he could share about the town center building window items that were unfinished and asked who could correct the problems. Hochstedler stated that Zimmer, Moscaveta and Amber started to correct them in the winter but weather deterred them. Screens had been ordered to fit, as each storm was a bit different. Craft will make a list of what needs correction and call the contractor to get the project finished. McKee suggested the windows be completed, and then deal with any remaining maintenance items as a separate on going maintenance file. Stone offered to get a price from Webb plumbing supply for an exterior spigot with a locking key. He will be over to view where to install next week.

Bid on the retired highway truck, the Sterling, discussed, and decided to table until French was present at the next meeting.

Planning Commission membership reduction discussed, and tabled until next meeting with full Board present.

Bids on painting and clapboard repairs reviewed. The Board would like to get two more painting bids before any decision made.

McKee moved to approve the minutes from June 8th as amended. Stone seconded and they were approved.

Orders reviewed and signed.

Meeting adjourned at 9:05pm