Selectboard Minutes - July 20, 2010




Vershire Selectboard Minutes
July 20th, 2010 (approved)

In attendance: Vernal Stone (Chair), Marc McKee, Rita French, Alan Lyford, Gene Craft, Debra Kingsbury Guests: Karin Strassburger, Vanessa Waxman, Chris Riggert, and Steve Ward

Vernal Stone called the meeting to order at 7:06pm

Lyford has spoken with Trevor Starr from VT Trans. Dept, and has determined that the state will contribute a grant of 90% towards the repairs on Vershire Center Road. McKee called Thrasher about fine tuning his bid for the project. Lyford wants to finalize all bids by 8/1 so the project can be completed prior to school opening as this is a bus route. Lyford has discussed the project with the contractors and the possible sub-contracting of the material hauling. (French arrived at 7:10pm and McKee gave her a quick synopsis) Lyford asked if Thrasher was going to update his previous bid as more details where now known. French asked if all the bidders would be allowed the same and also commented that they should be as detailed as possible. Lyford and Stone commented that Excavation Unlimited was the most detailed and that all the bidders would be given a chance to update their bids before a contractor is chosen. Lyford stated that the funds for the town’s portion of the repairs would come out of the road improvement budget category, and asked that the remaining balance be applied to the ledge removal project on Vershire Center Rd and Chamberlain Hill Rd.
Craft has scheduled the flagging course for next week and will have confirmation soon. Stone would like the course to be either August 3rd or 5th as he may have other commitments prior to that. Lyford stated “either date would work for him,” and that it could take place at either the highway garage or VF&R. Craft will follow up.

Lyford asked about the UST cleanup at the highway garage. Craft stated that Daly Environmental Co. had sent notice to the Town that he no longer wished to complete the original project. Craft read the e-mail that Daly sent with his concerns about the time frame and payment schedule. The Selectboard had already signed his contract agreement for the work, but Daly stated that more details may be required and he may have to hire out that aspect and absorb the additional costs. He suggested that the Town contact Precision Industrial Maintenance Inc. Craft contacted the suggested company to describe the project and they stated their interest and would set up an appt to discuss. McKee stated that the Town couldn’t make Daly adhere to the contract if he wanted out. The estimates for the project and state reimbursement were discussed. McKee asked how the removal site had been left. Lyford stated that where the tank had been removed was filled in, and that both he and McKee felt that the State would want the balance of the intended cleanup completed. Craft and McKee will work on the details, as the project ensued in May with Daly, and they need to know where it stands at present.

Stone and French thought that Daly was prepared to do the entire project, and with this information asked what the next step would be. Craft will contact Precision Industries and set up a meeting to determine the balance of the project. Lyford asked if the State had determined the extent of any leakage, and what the riparian buffer was. Stone stated that Daly had monitored with his equipment. McKee asked what the process was at this juncture for determination and removal of dirt if needed. Craft stated that monitoring wells may be installed. Stone commented that weather conditions may have had an effect on the soils. McKee will follow up with a meeting with a representative from Precision. Lyford stated that whatever company could resolve the task the quickest, would be his preference.

Lyford has researched bids for the winter sand allotment. He found that McCullough’s was more competitively priced, and will check the quality of sand prior to a recommendation to the Board. French and Stone asked how much the town will need. Lyford will take a measurement of what’s left from last year’s supply and report back. He does estimate that 3000 yards is standard for the winter, and felt that somewhere in the 2500 yard range is probable. French asked if we had the space for it. Stone stated that it may be tight. Lyford will calculate and ask for bids on 2000 and 2500 yards. Lyford stated that if the trucking for the sand was combined with other trips in that direction, that that hauling fees may be reduced.

Craft stated that Button, the culvert supplier, had called to inform the Board that he’d prefer a drop point for the culverts as it costs him extra to reload and deliver. Lyford was concerned that the Town may not have received the discount that was quoted and will follow up with Button.

Craft stated that K. Vitols had returned the “Detour” signs after Vershire Day. However, 1 sign seems to be missing.

French asked about an invoice for an excavator rental for the work on Beaver Meadow Road. Stone and Lyford stated that Thrasher Construction leased his excavator to the town. A Beaver Meadow Rd property owner, S. Atwood, had stopped by the Town Office to state how pleased he was with the response from VF&R and the W. Fairlee Fire Dept. for responding to his structure fire.

V. Waxman extended her thanks to the highway crew for the recent work on Eastman Cross Rd. She also came in to inform the Board of the plans for the upcoming event being held at Pema Osel August 6th thru the 9th and gave the Board and the Health Officer a map indicating traffic flow, parking, sanitary and water stations, and dining tent layout, plus the bus schedule for transporting the attendees to and from the parking at Westshire School. Waxman estimates attendance at 300 plus volunteers, and the current staff and special guests that the attendees are coming to see. McKee asked where the attendees would be lodging. Waxman stated that multiple off site venues would house them, and that about 20 people would stay at the Eastman Cross Rd facility. Butler Bus Co. out of S. Royalton will bus the attendees. Approximately 5-6 buses will travel at 5-10 minute intervals starting at 5PM Friday evening and returning the group back to their cars at the end of the evening.
Again starting at 7am Saturday morning until about 8am, and returning them after the event in the evening and Sunday as well. Waxman had read in previous minutes that the Board had proposed that Eastman Cross Rd be ONE WAY during the event to minimize traffic concerns and thought that was a good idea. The bus company came for a trial run to make sure they could make the radius from VCR on to Eastman Cross and found it satisfactory. Stone asked about private cars and the size of the buses. Waxman stated there will be private cars for the volunteers and the buses are 48 passenger school buses. Stone stated that no parking will be allowed on Eastman Cross Rd., and was glad to hear that they had parking areas to accommodate that. Strassburger has spoken with the State Fire Marshall and expressed concern about capacity in the buildings and smoke detectors. She was also concerned as to what the crowd would do if severe weather conditions arise as the buildings appear to have a capacity limit of about 200 people and what would happen should the erected tents be blown over. Riggert and Waxman stated there are covered porch areas. Waxman stated that reservations had to be confirmed by 7/21, so the count should not be much more than the 300 currently expected. Craft asked who would place the directional road signs. It was stated that the highway crew does not work on Fridays during the summer months. French was concerned that the signs shouldn’t be put out too early and perhaps the staff of Pema Osel could place out. Stone will check with the highway foreman. Strassburger asked where the town would publicize that Eastman Cross Rd would be ONE WAY for the weekend. Craft and
Kingsbury suggested that it could be posted on the Vershire discussion site and would appear in the posted minutes. The children’s blessing event for Monday was discussed. Waxman expected 50 people and 30 cars. McKee asked if the directional signs should remain in place until Monday evening. The Board felt they should. Craft will post a notice at multiple outlets to inform people of the ONE WAY road for that weekend. Stone asked Waxman if they had informed their neighbors about the event. Waxman stated that they had spoken to several neighbors, but not all. Strassburger had provided Waxman a list of all abutters, and Stone stated that it would be a good idea to inform them of the event. Pema Osel will place their directional signs along the entry route as well.
Strassburger received a call from Fairpoint recently asking where they could place concrete pads for their broadband equipment within the town right of way, and asking what type of permits they would need. Strassburger and the Board recommended that they would need specific information, and that permission from private landowners to access electrical connections would need to be discussed. Ward stated that the electric companies already have several designated ROW in town. The Board asked to see a plan of locations before further discussion. Strassburger will follow up.

Ward asked for an update of the Richardson Rd. status. Stone stated that the public hearing was going to be scheduled for August 17th at 7pm. Ward suggested that the Board go as a group to view the improvements that the highway crew has done on the roads. Ward also informed the Board that VF&R will do a controlled burn on Aug. 15th at the Atwood structure, and that VF&R will hold its 2nd annual open house, with food and flea market tables, on Saturday August 14th. He added that about 7 towns and 60 firemen showed up to assist with the Atwood fire and that the insurance company was prompt and efficient with their investigation.

McKee stated that C. Rick from Chelsea had asked if a tour group, consisting of 4 vans of passengers, on a historic fact finding adventure, could utilize the facilities at the Town Center Building on Sept.18th, and that perhaps the Historical Society would invite them in to see their displays.

Ward stated that the scheduled VF&R coin drop in July had been cancelled due to rain.

Ward stated that the highway dept had found a set of tire chains that he had lost over the winter and returned it to him.

Strassburger noted that she had controlled a stray dog recently, and that if anyone knew where it belonged to contact her (685-2114). It appears to be a German Shepherd, Rotweillier, Airedale mix.

The Board set the 2010 municipal tax rate at .8067and local agreement rate at .0039.

Craft stated that the Auditors had completed their annual review, and provided their report for the Board’s review. Audit fees were discussed as they came in under budget, and the Board and Craft felt that the accounting modules that the town had invested in had been cost effective. Stone, as Chair, signed the preliminary and tentative financial statements.

Orders reviewed and signed.

Kingsbury reported that the public hearing notice had been placed in the newspapers for the August 3rd meeting to discuss the application to the Vermont Community Development Program for a grant of $13,400 for an access modification at the Town Center Building to install a vertical lift platform.

Refund of overpayment of taxes reviewed and determined that no refunds would be issued until after the Sept, 15th download from the Tax Dept.

Minutes for July 6th reviewed and accepted as amended.

The Board discussed the amount of detail needed in the minutes. Craft stated that attendance, and any decisions were mandatory, and that any other pertinent information so that the public understand the scope of the meeting was recommended.

Meeting adjourned at 9:35