Selectboard Minutes - July 6, 2010



Vershire Selectboard Minutes
July 6th, 2010 (approved)

In attendance: Vernal Stone, Marc McKee, Rita French, Gene Craft, Debra Kingsbury, Alan Lyford Guests: Karin Strassburger, Bill Baylis

Vernal Stone called the meeting to order at 7:03pm

McKee had written a note to thank the Mountain School for their recent donation to the Town and asked the other board members to review and sign.

McKee reported that he had not received a return call from Trevor Starr at the VT Dept of Transportation about the grant money applications the town had applied for. Lyford stated that he had been told they would not receive the grant money request for matching paving funds that he had submitted and was waiting to hear about funds for repairs on Vershire Center Road in the highway garage area that is experiencing shifting. Lyford noted that 35K had been budgeted for paving in anticipation of the state grant and asked if the board wanted to pave half of the section from Mero Rd towards the Johnson Homestead property on South Vershire Road. French asked if it was going to be top coat paving. The Board agreed that they need to finalize what the state may contribute to the Verhsire Center Road area before making any decisions on how to spend the paving budget item. Lyford asked if they should make that section of Vershire Center Road one-way. French asked if the trees should be cut, so they don’t topple and then the roots would pull up and cause more river bank shifting. McKee stated that past conversations with Starr had indicated the request for funds to repair this section on town roads was on the cusp. Lyford stated that the paving budget and a bit extra may cover funds needed to correct the Vershire Center Road area, that he had originally gotten three estimates for when he applied for State grant money. Craft asked if we had a viable plan should we not get matching state funds. Stone stated that the town may have to use the funds they had hoped for other projects to correct that section due to its condition. McKee stated, “Let’s hope we get the funds.” French asked, “If we spend funds for VCR, and then we do get the grant money, can we use that grant money to pave?” Stone stated, “We don’t have to make a decision right now, let’s see if we get the grant money.” McKee stated that the situation could be dire next spring, and Craft stated that then the VCR project could be three times the cost for the same area they are trying to correct now. French asked how long we could wait to make a decision. Lyford felt they should wait until they received final notification from Starr. Craft asked if that section of road was a safety risk and what the worse case scenario may be. Discussion followed as to road and property issues when an act of nature may cause problems. Lyford stated that it should be resolved in the next two weeks, and it was becoming critical. McKee will call Starr on Friday.



Lyford has spoken with G. Thrasher to get a price on blasting ledge on Chamberlain Hill Rd because the highway dept can’t ditch by the Zue’s property. Lyford asked Thrasher about the ledge area on Vershire Center Rd, proximate to the Mudge property. Fees for both would be $1800. The Board questioned what impact the work might have on abutting property owners. Lyford has discussed this with Thrasher and he will do small charges on the Chamberlain area, Thrasher felt that the VCR area was shaley and would separate easily. Lyford would like to cover these costs from the road improvement line item account.

Lyford spoke to the LaFayette Co. about installing guard rails on several town bridges, and the possibility of using previously installed materials. Lyford stated that were guard rails were needed at the abutment ends, and other bridges where rails had been damaged, noting a recent tree that had fallen on South Vershire Road causing guard rail damage.

Stone stated that the guard rail installation company may have equipment to straighten old rail materials.

Lyford stated that the dept has used half of the culvert category funds and is concerned that more need repairs. McKee asked about the previously discussed culvert pipe bulk purchase discount. Lyford stated that he had worked that out with Button Supply and was getting a $375 culvert at $275. The supplier was willing to store them until the town needed them. Stone asked how many culverts may need repair. Lyford stated that one on Taylor Valley Rd needed a 10 feet extension, Rowell Rd had one that was too short, and a large culvert on Durgin Hill Rd and Parker Rd were in need of work. McKee stated that all this preventative maintenance was worth it, as in previous meetings it was noted that intense downpours in the area have caused extensive damage over the last two years in abutting towns. Stone asked Lyford to replace the old stone culvert on Durgin Hill Rd before it became a problem. Lyford stated that the rusted out culvert by Carroll’s on Taylor Valley Rd had been replaced that day.

McKee then asked to have a quick conversation about “procedure” so that the board was clear as to contact sources in the event of a road concern. He stated that it was his understanding that people contact Stone, as Road Commissioner, and then he would contact Lyford, as highway foreman, should the situation warrant. It had been reported directly to Lyford, by French, that anonymous people had recently complained about the area in the south part of town and then Lyford called Stone to inquire if he’d had any complaints. McKee stated that these anonymous complaints should be of a more specific nature and that they should be directed to the Road Commissioner, who in turn, will determine appropriate response and contact the foreman if needed. Stone agreed that this was his understanding of the established procedure, and if there were complaints or other input, it would go through him as first contact. The Board unanimously agreed to follow this procedure. French asked who had recently authorized chloride to be distributed on the road by G. Perkin’s. Stone stated that he authorized, as he had been contacted by several people about the dust, and was concerned about the diverted traffic off Rt.113, due to Vershire Day activities, and asked Lyford when he was in that area to spread chloride. French asked if the Highway crew received time and a half when applying the chloride. On Vershire Day a fallen tree was reported on South Vershire Rd. Stone stated that he attempted to pull it out of the road, but realized he needed assistance and chain saw help. Lyford stated it took him about ½ hour for the task. French returned to chloride placement questions. Stone stated that about 120 gallons was put on in several spots near Orr’s, Perkin’s and Ervin’s. Stone stated it was bad enough that he would have spread by hand, but the truck was already loaded. Lyford asked for clarification about holiday pay, as in the summer they work 10 hours day instead of 8 hr days. Stone stated the present policy states 8 hrs of holiday pay. Lyford felt that was fair. Lyford asked about John Smith’s offer on the old highway truck. Craft stated that the board was going to sign the title over to Smith, and that he had shown a paper trail on the treasurer’s town records as to how the funds were being itemized.

Baylis received notification from TRORC about the Town being the recipient of the Energy Audit Grant for the Highway Garage, at no cost to the Town. Baylis contacted Rita Seto, at TRORC, for a schematic of state driveway standards and he made multiple copies for the board and town to refer to. Stone agreed with Lyford that the Town should still have a written policy, and use this info as a baseline. Stone asked if we have set backs in our town process. Lyford expressed that there are varying distances depending on location. Baylis indicated that the schematic was state requirements for driveways onto state highways, and towns can modify for access on town roads. Baylis informed the board that TRORC had accepted the town’s application for an energy audit on the highway garage at no cost to the town. They should be hearing from local energy contractors in the near future for the evaluation.

Lyford asked if W. Parker had started the repair work at the Wakefield property, and was told that Parker would be starting it soon.

Craft stated that L. Sullivan asked if Lyford could drive up North Rd and review its condition. She was aware they were working on other town roads. McKee will drive up the road, for a visual review, and contact her as North Road had been graded early in the spring. Lyford thanked Baylis for working with TRORC on the energy audit process.

K. Strassburger, health officer, came in to discuss the upcoming conference to be held at Pema Osel August 6th through the 9th. She had read about it in the town newsletter. She has contacted VLCT to discuss the gathering capacity, and its impact. She asked if a town permit may be in order. It is a public gathering on privately owned property, and the crowd size is her concern. It took her several days to reach the property caretakers to discuss the event and the plans for sanitation and water. Strassbuger has asked the caretakers to meet with her in the next week and provide a layout of where the sanitation and water stations will be, how the trucks will come in to service, and traffic patterns for bussing the attendees to and from the site. Both she and the Board will suggest that Pema Osel contact all abutters to alert them to the time frame of the conference. Strassburger understands from her contact with Waxman, that the attendees with be bussed in from the Westshire School Parking lot, and that the participants will be staying overnight at numerous housing facilities, not at the residence at Eastman Cross Rd. Stone felt that there should not be any parking on Eastman Cross Rd, but doesn’t know what size vehicle they are intending to use for transportation to and from the parking areas. Strassburger will follow up and will also make site visits over the specified weekend. She is most concerned about sanitation and safety issues, and EMT precautions, should they arise with a crowd this size. The Board questioned what impact weather conditions may have on the function and if the “hosts” would be providing tents for shelter. The Selectboard would like to work with the property owners to enable the function to go smoothly. Stone will personally stop by the property in the near future and speak with the Waxmans. Craft suggested that the Board may want to draft guidelines for large gatherings of any type in town for future reference, including, as Strassburger recommended, layout of sanitation stations, traffic flow, and access should EMT response be required.

Stone stated that he had priced out installing two spigots at the town center building. One would be near the rear retaining wall, and the other on the back of the historical wing towards the summer veggie gardens. They would have a special wrench type knob and would have PVC type plumbing. The cost, with the facility manager assisting, would be $624.00. Stone moved to accept the bid for the exterior spigot installation at $624.00. McKee seconded. All were in favor.

Furnace venting/condensation items discussed. Craft will ask Goodrich to contact the furnace installation contractor and get the repairs done.

The Board unanimously voted to reduce the Planning Commission form 7 to 5 members.

The Board moved to authorize a public meeting to be held on August 3rd, 2010 to review the application for a grant from Vermont Community Development Program for an access modification grant to install a lift at the Town Center Building. The notice for same will appear in the local paper for the hearing. All were in favor.

UST update discussed. Daly Environmental Co. has revised the initial plan slightly and reduced costs for the remediation to be within accepted state pricing. McKee stated that he had concerns about signing a liability release form as the Town had specifically hired Daly for their professional service in this field of expertise. Craft stated that if problems arose the Town would have to contact counsel, but felt this was standard procedure. McKee moved to sign the contract. All were in favor.

The State has notified the town that the education tax rate has been set for residential and non-residential rates for 2010. The Board will set the municipal tax rates for 2010 at the July 20th meeting.

Discontinuance of Richardson Rd as a town highway discussed. The Board determined that a public hearing would be held on August 17th at 6:30pm for review of same, and that the public hearing will be posted and all interested parties will be asked to attend. French asked if the road was thrown up, would land area added be to the property owners land description and the value increased. Kingsbury stated that it might add 1/10 of an acre to the parcel and no significant value change. It was noted that the VAST access will remain in place.

It was noted that Vershire Day was a huge success and that the food, music and everyone’s hard work and participation were greatly appreciated.

French asked about the 911 sign installations. Stone stated that VF&R is working on the project and that they will install ASAP. Stone and Craft stated that the 911 maps are up to date and do indicate the correct addresses for emergency needs.

Minutes for June 22nd, 2010 were approved as amended.

Orders were reviewed and signed.

The title for the old highway truck was signed over to J. Smith by the Board.

Meeting adjourned at 9:14pm