Selectboard Meeting

October 6, 2003

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Attending the meeting: Lynn Gardner, Andrea Morgante, Jon Trefry, Randy Volk, Jeanne Wilson, Tom Barden, Mike Bissonette, Brett Grabowski, David Lyman, Barbara Forrest, Al Barber, Beth Sengle, Peter Erb, Chris Morrell.

 

Meeting called to order at 7:00 p.m.

 

Tom Barden, CVU Construction Project Manager / Permitting of overweight vehicles during mud season 2004 for CVU construction

Tom informed the Board the plan for construction is to separate the student traffic from the construction traffic.  He is requesting permission to run trucks across School Rd onto Pond Rd up to the temporary road cut.  Tom stated he has worked before with an agreement of overweight trucks being allowed on the road if the temp was below a determined number and trucks are off the roads by 8 a.m.

There was also the suggestion of a bond being posted by the contractor.

The Board stated they are sure an agreement can be reached that will work for the Town and the contractors.

 

Brett Grabowski, Developer for Lyman Property / Potential development impacts on municipal services

Brett reviewed his proposed project of 33 units consisting of 26 single family, 8 multi family and 4 duplex housing units.  Brett showed the Board the buffer area behind the Fire House and Police Department building.  Al Barber stated he would like to see that area compacted so cars can park there but to be maintained as a green area at this time.

He also showed the lot by Rt 116 that will allow the density and will remain in the control of David Lyman.

There is a 4.6 acre parcel Mr. Lyman is looking to donate to the Town that could have a future recreational use.  This parcel is not part of the density land for the PRD.

Brett discussed improvements the Town will be making to Rt 116.  Money could be put into a fund to be used when the Town is ready to address that portion of Rt116.

The Selectboard wants to see how the DRB feels about the proposed donated land before they act on it.

Andrea stated the Town should be sure the parcels are usable before taking over.

 

 

Other Business

 

Approve Warrants:  Jon moved that the Board vote to approve the warrants (including payroll warrants) for bills payable as presented by the Town Treasurer.  Second by Andrea and approved.

 

Approve Minutes of September 15, 2003:  Randy moved that the Board vote to approve the minutes of September 15, 2003, second by Jon and approved.

 

Approve Minutes of September 29, 2003:  Randy moved that the Board vote to approve the minutes of September 29, 2003, second by Andrea and approved.

 

 

                                                     

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Approve Minutes of October 1, 2003:  Andrea moved that the Board vote to approve the minutes of October 1, 2003, second by Jon and approved.

 

Trial Balance for Water & Wastewater and General Fund Accounts for period ending 8/31/03:  Andrea moved that the Board vote to acknowledge receipt of the Trial Balance for the Water & Wastewater and General Fund Accounts for the period ending 8/31/03.  Second by Jon and approved.

 

Humane Society of Chittenden County / 2004 Animal Control Housing Agreement:  This contract represents an increase in the cost per dog, from $25/dog to $30/dog.  This is the first increase since 1998.

Andrea moved that the Board vote to approve the Animal Control Housing Agreement with the Humane Society of Chittenden County for the period 1/1/04 through 1/1/05. 

Second by Jon and approved.

 

Buried Utility Permit / WCVT on Buck Hill Road East:  Jon moved that the Board vote to approve the Buried Utility Permit application of Waitsfield Champlain Valley Telecom to repair an existing buried telephone cable on Buck Hill Road East, subject to the terms and conditions placed on the permit by the Road Foreman and all State and local permits.  Second by Andrea and approved.

 

Buried Utility Permit / Hinesburg Water Department on Charlotte Road:  Jon moved that the Board vote to approve the Buried Utility Permit application of the Hinesburg Water Department for water line work on Charlotte Road, subject to the terms and conditions placed on the permit by the Road Foreman and all State and local permits.  Second by Andrea.  After discussion the Board agreed the Town does not need to issue a permit to itself for such an item.  Jon withdrew his motion and Andrea her second.

 

Resignation from Selectboard / John Guttler:  Andrea moved that the Board vote to regretfully accept the resignation of John Guttler as a member of the Selectboard effective October 1, 2003.  Second by Randy and approved.

 

Agreement with Fothergill, Segale and Valley for Annual Audit Services:  Jon moved that the Board vote to authorize the Chairman to sign the agreement with Fothergill, Segale and Valley, Certified Public Accountants, to provide audit services for the period July 1, 2002 through June 30, 2003, for a fee not to exceed $6,200.  Second by Randy and approved.

 

Adoption of Billing Policy for Water & Wastewater Accounts:  Randy moved that the Board vote to adopt the following policy regarding water & wastewater billing procedures: 

 

                        The Hinesburg Selectboard adopts the following policy regarding the water and                                wastewater billing procedures for the Town of Hinesburg Water and Wastewater                                   Department:

 

 

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1.         When quarterly bills are sent out for water and wastewater service, an account                       with an outstanding balance from the previous quarter will be stamped “PAST                        DUE” in red.  A notice will be included with the bill which states that the                                     account must be current prior to the next quarterly bill or a service shut-off                               notice will be posted.  The notice will include contact information for the Water            & Wastewater Billing Department, in order to set up a payment plan if                        necessary.

 

2.         A customer that has an outstanding balance for two consecutive quarters, and                       who has not contacted the Water & Wastewater Billing Department to set up a                    payment plan, will receive a “Disconnect Notice” a minimum of fourteen days                prior to service shut-off.  The procedure will adhere to those set forth in V.S.A.                       Title 24, Chapter 129.

 

 

3.         During the fourteen day notice period, the customer may do one of the                                    following:

a.                  Settle the account in total;

b.                  Set up a payment plan with the Water & Wastewater Billing                                           Department;

c.                  File an appeal with the Hinesburg Selectboard

 

4.         If the customer fails to take action as outlined above, service will be                             discontinued at the conclusion of the notice period in conformance to V.S.A.                 Title 24, Chapter 129.

Second by Andrea and approved.

 

Contract with M.P. Bailey Associates for Reappraisal Services:  Randy moved that the Board vote to authorize the chairman to sign the contract with M.P. Bailey Associates for reappraisal services with the Town of Hinesburg for a cost of $75.00 / parcel. (For 1300 parcels, the total cost will be $97,500 to be billed according to the schedule of payment between October 2003 and May 2006.) Second by Jon.

Holly Russell stopped in and addressed the Boards question of why this had not gone out to bid.

The cost per parcel is at or below other appraisers and the workload is so heavy that to change firms would put the Town 2 to 3 years behind.

Motion voted and approved.

 

Reserve Funds from FY 02 – 03:  Randy moved that the Board vote to approve the following reserve funds from FY 02 – 03:

 

            Sidewalks                                                                  $9,003.70

            Recreation Path                                                        $33,044.72

            Land Preservation                                                    $12,431.00

            Police - Technology Upgrade                                  $6,239.00

            Police - Building                                                        $4,242.19

            Police - Vehicle                                                         $10,000.00

            Records Restoration                                                $18,425.44

            Records – Print, Bind & Microfilm                           $3,208.25

                                              

 

                      Recreation – Capital Expense                                  $9,829.00

            Town Hall Driveway & Landscaping                       $8,791.21

            Reappraisal                                                               $81,141.00

            Silver Street Engineering                                         $15,000.00

            Highway Garage                                                       $13,026.02

            Highway – Road Reconstruction                             $17,641.42

            Conservation Commission – Tree Planting           $2,173.69

            Planning & Zoning – Permit Tracking                     $5,117.46

 

                                    Total Reserve Funds:                       $249,314.10

Second by Jon.

After review of the carry over items, the Board agreed to remove $4,242.19 for Police Building; $17,641.41 for Highway – Road Reconstruction; and $5,117.46 for Planning & Zoning – Permit Tracking.

            The following items are deferred revenue:

 

            Silver Street Bridge Engineering                            $21,306.29

            Police – Block Grant 02 – 04                                  $5,788.09

            Police – Block Grant 03 – 05                                  $24,925.93

           

Andrea moved to amend the motion to approve reserve funds from FY 02-03 by reducing the amount to $222,313.03, second by Jon and approved.

Andrea moved the Board vote to approve the reserve funds for FY 02-03 as amended, second by Jon and approved.

 

The Board reviewed the Assessment of Hinesburg Community Police Department with Chris Morrell.

This assessment was done at the suggestion of Chris to review how the department is working and where improvements can be made.

Items the assessment encouraged and the Board reviewed with Chris include;

A team approach management including team meetings.

If necessary, reduce patrol hours to prevent stress due to overworked employees.

Explore a step level pay scale for officers and look at restructuring the work hours of current employees.

 

Additions to the Agenda

Mead License Agreement for Gravel Path:  This will be discussed at the next meeting.

          

There will be a public hearing at the next meeting (October 20) on the adoption of the Zoning and Subdivision Regulations.

 

The Board discussed the proposed subdivision by the Mead’s on Richmond Rd.  Jeanne will advise the DRB that the Selectboard has some question if wastewater allocation will be given in that area.

Randy moved the Board vote to adjourn at 10:10 p.m., second by Jon and approved.

Respectfully submitted,

Valerie Spadaccini, secretary