Selectboard Meeting Minutes 8 July 2019

Town of Brookfield
Selectboard Meeting
July 8, 2019 at 6:30 P.M.
Town Clerk’s Office
Draft Minutes

Present: John Benson (Chair), Cory Haggett, Jeff Kimmel, Ray Peck (Road Crew Foreman), John Helfant, Robert Townsend

1. Call to Order – 6:33 p.m.
2. Adjustments to Agenda – None
3. Public Comment: John Helfant, a property owner on the West Brookfied/Roxbury Town line, inquired about arranging for his children to shift from the Roxbury/Montpelier school system to the Brookfield/Braintree/Randolph (OSSU) system. He believes, based on GIS mapping documents, that his residence would qualify for the OSSU system. Mr. Helfant’s property had been affected by the State legislature’s Roxbury/Brookfield Town line realignment several years ago, which led to a portion of his property being designated within Roxbury. The Board discussed the possibility of petitioning the legislature to designate the property and residence as within Brookfield, but the likelihood of success seemed small. Another avenue might be to arrange to tuition Mr. Helfant’s children into the OSSU system. There is also an option that an adult family member might lease a rental property in the OSSU area to access the schools.
4. New Business:
   A. Robert Townsend – Stone Road Survey: Mr. Benson offered a brief description of the survey area, along with the history regarding Town issues along that stretch of Stone Road. The Board reviewed the proposed Agreement for Services with Mr. Townsend’s firm (American Consulting Engineers & Surveyors), and discussed with him the various tasks involved, including: deed research, site review, identification of neighboring properties, and eventual Selectboard review of materials and site markings. The Board also asked that Mr. Townsend provide 1-week notice before work starts. Mr. Haggett made a motion to approve the contract, Mr. Benson second: 3-0-0.
   B. Highway
5. VT ANR/AoT – Road and Bridge Standards: the Board reviewed the State letter introducing the revised road and bridge standards and the updated template that Towns are to fill out to indicate which portions are relevant. The information will be necessary for both State and FEMA emergency funding and reimbursement decisions. The existing template expires July 31, 2019, so the Town will need to complete the updated template fairly quickly.
6. Vehicle Maintenance Report FY2019: Administrative Assistant Kasey Peterson created a report that helps track expenses allocated among the various Highway Department vehicles and equipment. Board members appreciated the document, and recognized that it would be helpful both in regular budget status review and planning equipment purchases for Town Meeting 2020.
7. Pike Industries, Inc. Contract: Pike submitted a bid for $220,860 for paving, reclaiming, and grading on the Ridge Road. Mr. Benson made a motion to approve the contract, Mr. Kimmel second: 3-0-0.
8. Other Highway:
   • Mr. Peck and the Board discussed funding that would become available for the Town’s match for various grants. FEMA will be providing reimbursement for activities related to the April 15, 2019 storm event. Mr. Benson noted that the sooner the Road Crew completes emergency-related projects, the sooner the Town can get paid for the work.
   • Mr. Peck reported that he had ordered a new pump for the chloride truck, but that it was the wrong one. He will negotiate with another Town to borrow a chloride trailer.
   • The Highway Department is considering renting an excavator for ditch work. Mr. Peck will check with equipment rental suppliers for prices. Mr. Benson suggested that the Road Crew test the concept on a few roads and figure out whether the expense and efficiency pans out under the Town’s budget.
   • The Board and Mr. Peck discussed starting work on clearing out and adding space to the Town Offices parking lot to open up the area.
   • The Board also suggested that Mr. Peck consider whether it was time to sell off our 1-ton truck and find a replacement.

C. Conflict of Interest Policy: the Board approved a COI Policy on August 27, 2018.

1. Old Business:
   A. Approve Minutes of June 10, 2019 Selectboard meeting: Mr. Haggett made a motion to approve the minutes of the meeting, Mr. Kmmel second: 3-0-0.
   B. Approve Minutes of June 24, 2019 Selectboard meeting: deferred to the next meeting.
   C. Changes in the Personnel Policy: the Board will continue review.
2. Payroll/AP Warrants: Mr. Haggett made a motion to pay the warrants totaling $9,342.70 with large bills that include VLCT (VLCT dues): $2,570.00; TRORC (TRORC dues) $1,925.00; Orange County Sheriff’s Department (Fire Dispatch Service): $1,875.00; Mr. Benson second: 3-0-0.
3. Other Proper Business:
   • Mr. Kimmel drafted a letter to Sam Dilcer regarding the Board’s findings on an historic road that appeared in prior records for his property. The Board reviewed the draft; Mr. Kimmel will pass it along to Mr. Dilcer.
   • A meeting about the benefits of Pond Village receiving a “Village Designation” will be held on July 15 at the Old Town Hall at 4:00 p.m.
   • The Public Safety Advisory Committee (along with the Selecboard) are still awaiting word from OCSD about charges assessed for OCSD representative attendance at PSAC meetings.
   • Mr. Benson reported that he attended a meeting involving representatives from Brookfield, Braintree, and Randolph (as part of the R3 project) discussing community benefit projects in the area.
4. Mr. Kimmel made a motion to adjourn at 8:10 p.m., Mr. Haggett second: 3-0-0.