MINUTES OF THE SHAFTSBURY SELECT BOARD
MAY 21, 2007
COLE HALL
SHAFTSBURY, VERMONT
Board Present: Wynn Metcalfe, Chairman, Bill Pennebaker, Cinda Morse, Karen Mellinger, Jim Mead
Others Present: Mike Gleason (Bennington Banner), James Thibodeau, Janet Thibodeau, Oliver Durand, Ernie Murray, Aaron Chrostowsky (Town Administrator), Susan Swasta (Recording Secretary)
1. Call Meeting to Order:
Chairman Wynn Metcalfe called the meeting to order at 7:02 PM. He asked if any Board member needed to recuse him/herself from any matter on the agenda. None did.
Chairman Metcalfe announced that this is Board member Jim Mead's last meeting. He thanked Mr. Mead for his 3 ˝ years of service. Mr. Mead said that he had joined the Board to find out what it takes to run the Town, and that it has been an eye-opening experience. He encouraged people to serve on the Board, saying that he will take only good memories of the experience.
Chairman Metcalfe announced that the Economic Development Committee will hold a presentation on sewers on Wednesday, May 23 at 7:00 PM. at the school. Cinda Morse stated that a report on the recent Town sewer study will be followed by a panel discussion with guest speakers on upcoming changes in state sewer regulations.
Chairman Metcalfe encouraged residents to attend the school Memorial Day assembly on May 24 at 1:15 PM. He also announced a presentation on work camps in southern Vermont to be held by the Departments of Corrections and Buildings and General Services, on May 24 at 6:00 PM. This will be a work session only. Area town managers and Select Board members have been invited to participate.
The Town office will be closed Monday, May 28 for Memorial Day.
2. Minutes:
May 14, 2007 minutes
Cinda Morse made motion to approve the May 14, 2007 minutes. Karen Mellinger seconded. Motion carried 5-0-0.
3. Warrants:
The following warrants were presented for approval:
PR #46 - $ 7,066.75 Payroll Warrant
AP #48 - $ 456.00 Postage
AP #49 - $ 7,333.02 General Warrant
Ms. Morse made motion to pay warrants. Bill Pennebaker seconded. Motion carried 5-0-0.
4. Public Comments:
There were no public comments.
5. Paran Acres Homeowners' Association:
Following up on a discussion concerning Paran Road held at the previous meeting, Chairman Metcalfe presented information from Road Foreman Ron Daniels on costs for improvements to the road. Paving, fabric, gravel, and culvert for 6000 feet of road would cost $270,000. Fabric, gravel, and culvert would cost $90,000. Gravel and culvert alone would cost $78,000.
Chairman Metcalfe noted that the upcoming budget contains $30,000 for paving for all Town roads, so to pave Paran Road the Town would have to set aside this amount for nine years. Mr. Daniels prefers the option of fabric, gravel, and culverts – but the entire Town gravel budget is $72,000.
Mr. Mead stated that the Town has roughly sixty miles of unpaved roads, and it is difficult to figure out where to put the limited amount of gravel available.
Ms. Morse noted that there is state money available periodically for paving, so if the Town were to begin putting money aside for Paran Road, funds would be available for a future 20% match. Aaron Chrostowsky pointed out that state funding is only for Class 2 roads, and Paran Road is Class 3. Ms. Mellinger asked how a road's class might be changed, and Mr. Chrostowsky replied that he does not know.
Ms. Mellinger asked if it would be possible to use fabric on really critical areas of the road. Mr. Mead agreed that this seems more realistic than doing the entire road. Paran Road residents confirmed locations of the three worst sections. Chairman Metcalfe asked Mr. Chrostowsky to ask Mr. Daniels for costs in doing these sections of road.
There was a discussion of Class 2 and Class 3 roads. Chairman Metcalfe stated that the designation is based on agreement between the Town and the state, and Paran Road is Class 3 because it is a side road. Mr. Chrostowsky will check on what would be required to bring it up to Class 2 status.
Mr. Mead noted that Class 2 specifications would have to be met, which might require $90,000 of work. Chairman Metcalfe said that if Paran Acres were developed today, the developer would have to meet Town specifications, which was not done at the time.
Oliver Durand pointed out that Paran Road predates Paran Acres, and so should be up to Town specifications. He advocated bringing the whole road up to standards at once rather than doing it piecemeal. Mr. Mead stated that doing it in sections would not affect the quality of the work.
Ms, Mellinger asked how the road is right now, after grading and the recent rain. Residents stated that it is deteriorating. Janet Thibodeau asked when the road priority list will be done, and Chairman Metcalfe replied that it will be a month.
Mr. Mead said that they are trying to come up with a list that the Town sticks by, because that is what it will take for a road plan to work. Chairman Metcalfe noted that landfill closure costs have taken money away from everything else.
Ms. Thibodeau asked how the Board will respond to the Association petition asking for regular road maintenance. Chairman Metcalfe replied that the Town has one grader and sixty miles of road, so regularly scheduled maintenance is not realistic. The Town does respond to calls. Ms. Mellinger stated that people should feel comfortable calling Town Hall, and not have to make multiple calls to get a response.
Ms. Thibodeau asked if the repair of road sections will be done this fiscal year. Board members replied that this is unlikely, but they should wait to hear back from Mr. Daniels on costs and on the final road priority plan.
Mr. Murray asked about the possibility of using better materials on the road, saying that he had heard that current materials may not be the best. Chairman Metcalfe replied that in the current budget they have switched to using good materials.
6. Recreation and Facility Committee Goals:
Mr. Mead asked if the water problem at Howard Park has been taken care of, and Mr. Chrostowsky said that it has. Hot water is still needed in the bathroom and kitchen. Chairman Metcalfe noted that the kitchen water is a Little League issue.
Ms. Morse stated that once minor things are taken care of it would be good to develop a plan for maintenance and capital improvements for Howard and Cleveland Avenue Parks. Chairman Metcalfe stated that he would like to see a fee schedule for Howard Park.
Mr. Chrostowsky raised the possibility of having a nonprofit board take over, something like a “Friends of Howard Park.” Ms. Mellinger said that this has been done in Arlington, and they get lots of grant money. Gerry Mattison gave her a copy of the group's bylaws and is willing to offer advice. Mr. Mead noted that they collect donations in Arlington and suggested that Shaftsbury do the same.
Peter Levine and Dave Schueler were mentioned as possible Recreation Committee members. Ms. Mellinger said that Dave Beech will be happy to serve on the Facilities Committee. Mr. Chrostowsky stated that he will meet with department heads and do a facilities needs assessment. He will then develop recommendations with alternatives based on costs. This will include Cole Hall, the town garage, and fire department buildings.
Ms. Morse suggested having a conversation with the school facilities committee on possibilities of using space. She recommended having the Recreation and Facilities Committees touch base with the Board as they go along. The Board decided that quarterly reports would be a good idea. Ms. Mellinger suggested that the Board sit down with the committees to answer questions and develop a clear sense of what is expected. Chairman Metcalfe asked if appointment letters have gone out, and Mr. Chrostowsky replied that they have not, but he will take care of it.
Mr. Pennebaker reported that he talked with Buzz Surwillo, who seems to be on board with the idea that methane remediation become a Town project. Mr. Pennebaker discussed the options of a horizontal trench system with active pumping versus a vertical well system. He noted that he does not agree with the consultants on the well density for a vertical system.
Mr. Pennebaker estimated $3500-$7000 to drill wells. Trench and hook up will then be required, He does not know how much can be salvaged on the consultant contract. Mr. Surwillo is preparing a letter for the Town. Mr. Pennebaker stated that he suspects a hybrid system, using elements of both horizontal and vertical systems, will be used in the end.
Ms. Mellinger asked about transfer station recertification, and Mr. Chrostowsky replied that Jeff Bourdeau will have a draft written this week. It is moving forward.
Ms. Mellinger brought up the possibility of having Brownell's put in dumpsters for metal at the town transfer station. Residents could then dump metal for free. Brownell is also willing to put in a dumpster at his business on White Creek Road. Ms. Mellinger said there is a man who is willing to come and pick tires, saving the Town the costs of disposing of all of them.
Mr. Mead recommended trying to work out a deal with TAM on metal, as well as looking at the fee schedule for other stuff, when the TAM contract comes up for renewal. He said this may be the time to restructure the fee schedule. Ms. Morse asked when they start the conversation on the TAM contract renewal, and Mr. Chrostowsky said he will check.
Ms. Morse noted that all Pay As You Throw (PAYT) costs are not being covered, and suggested looking at these costs before changing the fee schedule. It should be part of the discussion.
Ms. Morse reminded the Board that an Ancient Roads Committee had been discussed, and several people have expressed interest. Ms. Morse will try to find someone to give the Board a basic presentation on Ancient Roads so that this can be pursued.
Mr. Mead said that he had received a call from a Town resident about an encounter with a tractor trailer at the Airport Road-Route 7 intersection. The resident said that the trailer's back wheels were well over the center line, and that he would have been run over if he had not moved out of the way. Ms. Mellinger mentioned seeing a hauler truck speeding on the road.
Mr. Chrostowsky stated that he had received no bids for a traffic study on Airport and North Roads. After the bid process, he is free to negotiate for a study with any party and will continue to work on it. Ms. Morse asked that he make sure any traffic study proposal be divided into pieces with a price attached to each.
Chairman Metcalfe stated that Rick Mattison has applied to serve as an alternate for the Development Review Board (DRB). DRB members approve.
Ms. Mellinger made motion to appoint Rick Mattison as DRB alternate. Mr. Mead seconded. Motion carried 5-0-0.
There was discussion of running a newspaper ad for a Select Board member to replace Mr. Mead. It was decided to run the ad for two weeks since the Board will not meet next week. Chairman Metcalfe asked potential applicants to send the Board a letter of interest. Appointments to meet each applicant will be set up.
Ms. Morse made motion to adjourn Mr. Pennebaker seconded. Motion carried 5-0-0.
Meeting adjourned at 8:20 PM.
Respectfully Submitted,
Susan Swasta