Select Board 1-22-09

Weathersfield Select Board Minutes January 22, 2009 Present:        Daniel Boyer Glenn Fisher Norman John Arrison Henry C. Cobb Patricia Daniels Others Present:    Larry Melen, Town Manager Lorraine Zigman Michael Thomas Barbara Thomas Bette Jo Esty John Esty Steve Walasewicz DeForest Bearse Rolly Cann Julia Lloyd Wright, Eagle Times Darre (BJ) Moore Bruce Murray Robert Buchan, BMA Architects                                   1.  Call to Order by Chairperson: Mr. Arrison called the meeting of the Weathersfield Select Board to order at 7:00 p.m. at Martin Memorial Hall. 2.  Weathersfield Elementary ReUse Study – BMA Architects & Planners: Mr. Melen asked to skip this for now, as Mr. Buchan hasn’t arrived yet. 3.  Comments from Citizens: Ms. Lloyd Wright asked if there was money in the budget to match renewable energy grants.  Mr. Arrison said it would be difficult to match a grant unless it was like 90/10 and then the 10% would come from somewhere.  Mr. Melen said he would like to add to #8 in the agenda an appeal of the equalized education grand lists common level of appraisal for FY2010 and the corrected plan for the town wide reappraisal.  Mrs. Zigman said she couldn’t stay for the whole meeting but she wanted to go on record and say she hopes that the Town Offices etc move to Perkinsville.  4.  Review Minutes from Previous Meeting(s): Mr. Boyer made the motion to approve the minutes dated January 8, 2009, Mr. Cobb seconded the motion.  One correction was noted.  Motion carried unanimously. 5.  Weathersfield Fire Commission: A.  Resignation from Fire Commission: Mr. Cobb made the motion to accept the resignation from Thomas J. Johnson with regret.  Mr. Fisher seconded the motion with thanks, which passed without dissent.  B. Fire Department Response Fees: Mr. Melen said he had a request to furnish our fees to another municipality and since the Select Board hadn’t seen them in a while he gave them a copy. C.  Vermont Rapid Response Plan: Mr. Melen said this came up due to changes.  He said the Perkinsville School building has been removed as a shelter and some phone numbers have been corrected.  Mr. Thomas said this should be looked at each year after Town meeting.  Mrs. Daniels said it was recently mentioned that the Perkinsville Church would like to be considered for use as an emergency shelter if needed.  She said she wasn’t sure under what circumstances it would qualify but believes it could be used short term.  Mr. Arrison said he thinks we learned during the December ice storm even that people in our area should go to Springfield or Hartford, as we do not have the bedding, cots etc.  Back to #2 2.  Weathersfield Elementary ReUse Study, BMA Architects & Planners: Mr. Melen noted that BJ Esty and Bruce Murray from the school reuse committee were present and Steve Walasewicz was present from the School Board.  Mr. Buchan shared a copy of the latest report available to most of those present.  He noted that there was a project analysis from All Seasons Construction Corp included using BMA’s information.  [All Seasons estimate was between $1,236,800 and $1,546,200] Mr. Walasewicz asked if a more detailed breakdown was available, Mr. Buchan said not at this time – the estimate is based on historic data and previous experience with similar projects.  He also said the estimate was based on a square foot allowance.  It was discussed that the building is about 15,000 square feet so the estimate is approximately $100 per square foot.  Mr. Arrison asked Mr. Buchan if he felt All Seasons estimate was accurate enough to go with for a bond.  Mr. Buchan said we might want to take it a little further and bear in mind this is construction cost only.  He said more detail would be necessary before going for a bond.  Mr. Boyer asked how much more architectural fees would be, Mr. Buchan said 10, 12 to 15% more.  Mr. Murray said he was talking with another person today and mentioned that we may want to look at other options.  Perhaps find some land and build a whole new building to house what was planned to go into the old school.  Mr. Arrison said he hadn’t thought of building a new building, even though this building is crowded it still functions.  Mr. Fisher asked if the deed states it can be used for public use.  Mr. Arrison said the town’s attorney confirmed the proposed use should be ok.  Mr. Murray said he’s sure cost would be prohibited to tear down and start over.  Mr. Boyer said there might be a problem with the Trust when it comes to tearing down the structure.  Mr. Cann said he understands the Hoisington document to say the building is to be used for town recreation and the Barr deed (which the Select Board shouldn’t have accepted) says school purposes.  He said we may be able to get an agreement of the Barr heirs to conform to the Hoisington document then we would have the single problem of public recreation.  He said this problem should be able to be cleared up by some entity acquiring land to swap with the Trustees of Public funds for land that unintentionally was built upon that shouldn’t have been built upon.  Mr. Cann said clearing up the deeds could possibly make the site saleable.  Mrs. Zigman said when the Martin Memorial Hall building was given to the Town it was given for recreation use not town office use and again, she hopes the town office moves to Perkinsville.  Mr. Walasewicz said he doesn’t feel we should look at other alternatives, the reuse committee came up with these uses of the existing building and he feels we should move forward with this plan.  He asked if the Select Board had plans to discuss this at the town meeting.  Mr. Arrison said he suggests that questions go to the reuse committee since the building doesn’t belong to the town.  He said he feels this will be a tough sell unless the economic situation changes drastically.  Mr. Cobb said several meetings ago we discussed giving a presentation at town meeting and suggested presenting this report that we received tonight as information.  He also said he feels there may be other alternatives for that building more based on cost not on use.  Mr. Melen said he could work on a presentation but feels the School Board should present it since the school district owns the building.  He said there is money available to do the presentation out of the block grant.  Mrs. Esty said the reuse committee did look at all options and this is the option they chose to go with.  Mr. Cann said he feels the presentation should be strictly a status report not a selling job at this point.  He also said he feels maybe other alternatives for the building should be looked at but not based on relocation of the town offices.  Mr. Melen said the committee worked to determine the use for the vacant building not to relocate the town office.  Mrs. Esty said the reuse committee should meet again now that BMA has done their work.  It was decided that Mr. Melen would work with the reuse committee and Mr. Buchan on the presentation.  6.  Monthly Reports: Mr. Melen said he has imposed restrictions on spending for the General Fund and Highway Fund.  He said the cash flow is down which is a reflection of the money that went directly to the school.  Mr. Melen noted that the State freed up Class II money today (we got about $12,000 out of $34,000). 7.  Highway A.  Bridge #83 TH #65, Salmond Covered Bridge, VT AOT: Mr. Melen said the Salmond Covered Bridge was inspected by VT AOT and we need to put up height restriction signs which Mr. Hazeltine has already done.  He said they require a response from the Select Board.  Mr. Cobb made the motion to sign the form to the Structures Division stating that signs have been posted since January 9, 2009, Mrs. Daniels seconded the motion.  Mrs. Daniels asked to send this information to Mrs. Grover.  Motion carried unanimously. 8.  Old Business: A.  Town Wide Reappraisal: Mr. Melen said we received an email from Property Valuation and Review that the Select Board needs to sign the appeal.  Mr. Fisher made the motion that the Chair of the Select Board signs the letter of appeal.  Mr. Boyer seconded the motion, which passed without dissent.          Mr. Melen said the Select Board has to sign the corrected plan as outlined by the Lister’s following the steps recommended.  Mr. Cobb made the motion to have the Select Board Chair sign the corrected plan for the reappraisal.  Mrs. Daniels seconded the motion, which passed unanimously.  Mr. Melen noted he has sent a memo to the Lister’s inviting them to attend the next regular Select Board meeting.  B.  Textile Rental Service Agreement, Foley Services: Mr. Cobb made the motion to approve the textile Rental Service Agreement with Foley Services dated December 9, 2008 and direct the Town Manager to sign the agreement.  Mr. Fisher seconded the motion, which passed without dissent. 9.  New Business: A.  Policies/Ordinances 1.  Winter Heating, Electrical Use, & Vehicle Idling Policy: Mr. Melen provided the Board with a copy of the policy that Town of Milton uses which he found to be interesting and we may want to consider in the future.  Mr. Cobb suggested sharing this information with department heads.  B. Maintenance Agreements 1.  2009 Tax Map Maintenance Agreement, Cartographic Associates, Inc.: Mr. Cobb made the motion to direct the Town Manager to sign the 2009 tax map maintenance agreement dated January 12, 2009 with Cartographic Associates, Inc.  Mr. Fisher seconded the motion, which passed without dissent.  2.  ACCU-VOTE Tabulator, LHS Associates: Mr. Cobb made the motion to direct the Town Manager to sign the twelve month maintenance agreement dated December 8, 2008, Mr. Boyer seconded the motion.  Mr. Fisher noted that the dates are wrong; Mr. Melen said he would correct them.  Motion carried unanimously. C. and D. Request to Rescind Approved Large Gathering Permit and Use of Memorial Grove, First Congregational Church – Julia Lloyd Wright: Ms. Wright asked to table this, as the Deacons have not met yet.  Mr. Cobb made the option to table this discussion until February 5, 2009.  Mr. Fisher seconded the motion, which passed without dissent. E. Tobacco License Suspension: Mr. Melen said Hiya LLC has received a one day suspension for selling tobacco to a minor and will serve that on February 4, 2009.  He also noted that the Ascutney Market has received their first written warning.  F.  Fiscal Year 2008 Independent Auditors’ Report: It was noted that the audit was complete.  The Board said they do not wish to meet with the Auditor’s. G.  Annual Town Meeting 2009, Warning: The Board reviewed the Warning as it is today.  10.  Appointments: A. Conservation Commission, MaryBeth Reville: Mrs. Daniels made the motion to appoint MaryBeth Reville to the Conservation Commission.  Mr. Cobb seconded the motion, which passed unanimously. 11.  Budget Workshop A. General Fund and B. Highway Fund: Mr. Melen said as of now the General Fund is down 1.76% which equates to $18,000.  He said the Highway Fund is down 3.52% which equates to about $36,000.  Mrs. Daniels said she would like to discuss not mailing the Town Report in order to save postage.  Mr. Cann said he feels it is worth the $900 that it cost to mail them as we have mailed them for so many years now and some people can’t get out to pick one up.  After discussion Mr. Fisher made the motion to have an article for a floor vote to suspend mailing the town reports next year, Mrs. Daniels seconded the motion.  Motion failed 2 – 3.  Mr. Fisher noted the Board cut police officer’s time as well as time from the VIBRS clerk and asked Chief Brown how he felt about that cut.  Chief Brown said he understands the need to cut expenses.  Mr. Cobb said this is linked to the Board not knowing how the CITRIX system is going.  Chief Brown said in the two weeks it has been up it is a big help and feels the system is working, as it should.  Mr. Cobb said the law enforcement study group should reconvene at the end of February to see if it is time to dissolve that committee.  Mr. Melen asked about putting _ cent in for the Aid to the Needy (replacing the Weathersfield is Togethersfield fund).  It was the consensus of the Board to do this.  12.  Sign Treasurer’s Warrants: Mr. Cobb made the motion to approve the Treasurer Warrants as follows:    General Fund Payroll                    $15,856.20 General Fund Operating Expense                $27,676.46 Highway Fund Payroll                    $19,723.89 Highway Fund Operating Expense                $45,184.32 Solid Waste Fund Payroll                    $  3,982.73 Solid Waste Fund Operating Expense            $  4,745.59 Grant                                $  5,672.23 Reserves                            $    636.00 Library                            $    337.11 Mr. Fisher seconded the motion, which carried unanimously. 13.  Next Meeting’s Agenda Items: Next meeting will be the final budget workshop. Mr. Cobb made the motion to go into Executive Session for personnel.  Mr. Boyer seconded the motion, which passed without dissent.  14.  Adjourn:  Mr. Fisher made the motion to adjourn.  Mr. Cobb seconded the motion, which passed without dissent.  The Weathersfield Select Board meeting was adjourned at 9:27 p.m.  Respectfully Submitted, Lisa Sargent Approved by the Weathersfield Select Board January 19, 2009 _____________________                                    Norman John Arrison _____________________                                    Henry C. Cobb ______________________ Daniel Boyer ______________________        Glenn Fisher _______________________ Patricia Daniels Appendix Website policy - Larry Ancient roads (continue working on) - deForest Posting sign policy - John Use of Weathersfield Elementary School - Chip Capital asset inventory – Chris Adams No Parking Signs by Thomas residence Review and increase of land use fees - deForest 03/08/07    Procedure for handling of complaints and citizen inquiries - Pat 05/03/07    Emergency communication - Dan 05/03/07    Radio Station designation for emergencies – Mike Thomas 08/16/07    large gathering permit - John 10/18/07    Economic depreciation factors from AMPTA - Pat 11/01/07    Designation of emergency shelter and power supply - Dan 03/20/08    Cascade Falls Road Parking Area (maintenance) 06/19/08    Tenney Hill Pond 06/19/08    Noise Ordinance 07/10/08    Community Garden 07/10/08    Energy Audit at Town Garage & Martin Memorial Hall