Selectboard Meeting

June 6, 2005                

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Attending the meeting; Andrea Morgante, Jon Trefry, Randy Volk, Howard Russell, Jeanne Wilson, Alan Norris, Rocky Martin, Bud Allen (Town Agent), Brett Grabowski, Mike Anthony, Stewart Pierson, Rob Bast joined the meeting at 8:45.

 

Meeting called to order at 7:00 p.m. by Andrea as vice chair.

 

Alan Norris / Discussion of Escrow Agreement and Warranty Deed for Easement on Silver Street Development

Jeanne advised that the Town had received a draft escrow agreement and warranty deed for an easement on Silver Street from Alan’s attorney.  The escrow agreement was written such that the Town was acting as the escrow agent.  Jeanne advised that the Town Agent and Town Clerk felt that a bank should be the escrow agent.  Another change that was made by the attorney to the escrow format was to eliminate the 10% retainer during the warranty period.   Jeanne recommended that a 10% retainer be included in the agreement.  The Board concurred with both recommendations.  Jeanne will relay these changes (bank as escrow agent and 10% retainer) to Alan’s attorney. 

The easement in the warranty deed is for 15’ along Silver Street.  Jeanne recommended that the easement be reduced to 5’, since that width was adequate to capture both street lights and allow for room to repair and maintain the sidewalk.  Jeanne will send a memo, on behalf of the Selectboard, to the DRB noting they are requesting the 5ft width easement.

At a previous meeting, Alan had discussed with the Board giving $4,000 to the Town for construction of sidewalk, instead of putting it in the escrow agreement.  Jeanne reported that the Town Agent had advised that funds could be put in the escrow agreement and if at a later time Alan wished to give the money to the Town for the Town’s construction it could be done as a separate agreement.

Alan noted that the placement of the trees in relationship to the power lines needs to be checked.

Andrea asked why not place the trees between the sidewalk and street. Jeanne recalled in speaking with Alex Weinhagen that the power lines may have been a problem.

 

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 Howard and approved.

 

Approve Minutes of May 16, 2005:  Howard moved that the Board vote to approve the minutes of May 16, 2005 as corrected, second by Jon and approved with Randy abstaining.

 

Letter to Vermont Waste Management / Investigation of Saputo Well Contamination:  As a result of information provided by Rob Farley at the May 23 meeting, the Board has drafted a letter to the State Wastewater Management Division regarding the investigation into MTBE contamination in the Saputo well. Letter was reviewed and signed by the Board.

 

Geprags Park Barn / Correspondence from Conservation Commission:  As a result of vandalism and damage to the Geprags Park Barn, the Conservation Commission has decided to remove the sides of the barn and turn it into a picnic shelter.   

 

 

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Serving of Alcohol at Fire Station / July 4th Celebration:  Jon moved that the Board vote to approve the serving of alcohol at the Hinesburg Fire Station on July 4th for the July 4th Celebration, subject to the following conditions:

 

Second by Howard and approved.

 

Road Cut Permit / Eric Picard on North Road:  This request is being made in order to relocate the driveway.  Howard moved that the Board vote to approve the Road Cut Permit Application of Eric Picard for a road cut on North Road (Grand List Lot # 05-01-51.00) as outlined in the permit dated 5/20/05, subject to the terms and conditions placed on the permit by the Highway Foreman and all state and local permits governing the development of this parcel.  Second by Jon and approved.

 

Birds of Vermont Museum & Sleepy Hollow Inn / Correspondence Regarding Directional Sign:  The Board has received a request from David Johnson, Museum Director of Birds of Vermont Museum, on behalf of the museum and Sleepy Hollow Inn / Ski & Bike Center to erect a direction sign on the Richmond Road.  Jon moved that the Board vote to approve a request by Birds of Vermont Museum & Sleepy Hollow Inn to pursue an application for an Official Business Directional Sign (OBDS) through the State of Vermont contingent upon verification that directional signs are not a violation of municipal zoning regulations.  Second by Randy and approved.

 

Update on H.334 (Ancient Road Bill) Public Hearing of May 18 – Jon reported there were 2 legislative committees present.  Those giving testimony were equally in favor and opposing the bill.  No action will be taken on the bill this year.  Originally the law stated that if a Town had not designated by 7/06 locations of the roads they would be given up.  It was suggested that perhaps the Trails Committee could be charged with researching what is on the books in Hinesburg and create an inventory.

Jeanne advised some roads are now on the AOT maps.

Howard will speak with members of the Trails Comm to see if they can help.

 

Appointment of Representative and Alternate Representative to CCMPO Technical Advisory Committee:  Randy moved that the Board vote to reappoint Jeanne Wilson as representative to the CCMPO Technical Advisory Committee and Rocky Martin as alternate representative to the CCMPO Technical Advisory Committee for two year terms, which will expire on June 30, 2007.     

Second by Howard and approved.

 

Update on Buck Hill Road Realignment of 1992:  Jon moved that the Board vote to discontinue a .11 mile segment of Buck Hill Road West, depicted as “C” on a plan entitled “Survey of Buck Hill Road Relocation Project – George & Karla Munson Property” by G.E. Bedard, Inc. and dated July 6, 1992, and lay out and open a .08 mile segment of Buck Hill Road West, depicted as “A” on the above referenced plan and recorded in May Book 5, Page 96 of the Town of Hinesburg Land Records.

Second by Randy and approved.  The Selectboard will hold a public hearing on 7/18 for public review of the transaction.  Also noted was the fact that the deeds will need to be rewritten. 

Motion voted and approved with Howard abstaining.

 

 

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Bid for Audit Services for FY 04 – 05 – Jeanne reported to the Board that last year the audit was over budget by $7,400.  This was largely due to GASP 34 government accounting standards.

This is the third of a 3 yr contract with Fothergill Segale and Valley.   The contract quote is $7,200 and the Town has received an estimated price of $12,500.

Jeanne researched and found not many firms handle municipal audits.  Jeanne is suggesting continuing with Fothergill Segale and Valley with the stipulation that the Town receive a draft audit within 6 weeks after completion and the final report no later than 12/1.

The Selectboard directed Jeanne to contact Fothergill Segale and Valley and work up an agreement.

 

Rob Bast joined the meeting and took over as chair.

 

Brett Grabowski / Creekside Development

Water & Wastewater Connection Fees – Brett said his water/wastewater connection fees will be approximately $29,000. He is requesting to pay the connection fee on a per unit basis when the permit is pulled.

Rocky stated Brett could come to the Town offices every time a permit is issued and pay the fee.

Brett stated he will be starting with 8 units at this time.

The Board discussed with Rocky the ordering of meters and agreed to order all needed meters now and hold till needed for installation.  Brett said his time frame is 18 months.

Andrea moved the Board vote to waive the usual ordinance to allow Creekside to pay connection fees on a per unit basis when the building permit is requested and for the details to be worked out with Buildings & Facilities Department.  Second by Howard and approved.

 

Escrow Agreement – Brett wants to separate the time warranty period for the roads from landscaping as the road will be completed before the landscaping is.

Andrea questioned the water line to the house.  Brett said this will be addressed in the irrevocable offer of dedication.

The Board agreed it is reasonable to have two separate time lines for the warranty period.

 

Draw down on the escrow fund – Bud stated the escrow holder would also be the lender.

Brett proposes the amount held be less than 10%.

Rob said they could maintain an option to cut back the amount of retention at a later point in the project.

 

Irrevocable Offer of Dedication – Rocky reviewed the deeds now listed as exhibits a through e, Rocky said e should read easement.  A – is title to all utility lines, pipes and appurtenances.  Rocky further said the Town does want the wastewater mains but no service lines to the houses.   Should remove utilities and replace with; water, wastewater and storm water lines located within the right of way shown on approved final site plan.

Exhibit B and C are o.k.

Exhibit D – rec path, the Town still needs easement across John and Amy Lyman’s property.

Exhibit E  will be new for access to lots 1 and 31.

Brett agreed to changes.

 

Brett requested Town maintenance of the roads.  Rob explained the Town’s policy regarding the issue of public performance of private services.  Jeanne will look at the legal issue of maintaining a road if the intention is for the Town to take over the road at a future date.

Brett inquired on requested improvements for lot 31.  The Board is not ready with their proposal at this time.

 

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Discussion of Development Sign –Jeanne advised this will be an off premises sign.  The Board said this is a DRB issue and is not opposed to Brett going to the DRB with his request.

Andrea questioned why the Town would allow a sign that would appear to separate the development from the village if they are trying to keep a connected village feel.

 

Randy moved the Board go into executive session for legal discussion on the easements for Creekside including Bud Allen, Rocky Martin and Jeanne Wilson. Second by Jon and approved.

Randy moved the Board come out of executive session, second by Jon and approved.

 

Jon moved the Board vote to authorize the Town Agent to sign the escrow agreement for Creekside and irrevocable offer of dedication associated with Creekside’s 5 deeds once they have been resolved.  Second by Randy and approved.

 

Andrea moved the Selectboard approve payment of legal fee of $406.25 and appraisal fee of $2,000 associated with transfer of deeds from David Lyman for lots 1 and 31.  Second by Howard and approved.

 

Road Foreman Michael Anthony

Closure of Pond Brook Road for Culvert Repair – Jon moved the Selectboard authorize closing of Pond Brook Rd from Monday 6/13 through Wednesday 6/29 for installation of box culvert.  Second by Andrea and approved.

Signs will be posted approaching the road from both directions and notice in the Free Press Calendar and for the Community Traffic Alert.

 

Discussion of Plow for New Truck – Mike said the old truck sold for $5,000.  Mike proposes purchase of new plow as to repair the old plow will cost $2,300 and purchase of a new one will be $4,974 which will be covered by sale of old truck.

Jon moved the Selectboard authorize use of the $5,000 from sale of old dump truck to purchase a new plow for $4,974.  Second by Howard and approved.

Rob asked when paving is scheduled to begin.  Mike said paving prices increased since he proposed his paving budget and will only be able to do part of Silver St.  The Board requested that the portion of Charlotte Rd., past Baldwin Rd., also be repaired.  They discussed ditch work and culvert replacement needed by H. Carse’s property.

Rob said the Board needs to check driveways in Town where run off is causing road deterioration.

Mike said according to the new State regulations the Town is not required to construct a sand shed.  He will, however, keep the shed in the new plans for the garage site as keeping the sand contained and covered saves labor.

 

Appointment to Planning Commission:  Jon moved that the Board vote to appoint   Kay Ballard to the Planning Commission to fill a vacancy with a term which will expire on January 1, 2006. Second by Randy.  The Board discussed how Kay would fit into the balance of the P.C. and also discussed Todd Bailey as a possible candidate.

Motion voted and approved with Jon, Randy and Rob in favor and Howard and Andrea opposed.

 

Request for Landscaping Repairs Due to Sewer Line Work / Sara Quinn:  Repair estimate for this project not received.  Howard moved the Board vote to approve to have Daryll Hayden work in the west side of the Town right of way to clean out the ditch at Sara Quinn’s and contact the Road Forman when work will be done for review.  Second by Randy and approved.

The Board directed Jeanne to send a note to Sara Quinn stating that as the estimate has not been received the Board cannot guaranty full payment of the bill without an estimated cost.

 

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Discussion of Road Commissioner Position – Jeanne had previously provided the Board with researched information and feedback from VLCT regarding the appointment of a Road Commissioner.  Randy moved the Board vote to appoint Town Administrator, Jeanne Wilson, as Road Commissioner for the Town of Hinesburg.  Appointment will be to fill out the term to expire in March 06.  Second by Jon and approved.

 

Personnel

 

                       

Accrued Time Off / Highway Foreman – Jon moved the Selectboard authorize payment of longevity benefit to Mike Anthony per personnel policy for 8 years in the amount of $2,658.80.  Second by Randy and approved.

                       

Discussion of Performance Based Salary Structure – The Board did not feel this would work well given the variables involved with Town personnel.  The question then discussed was how would the Town reward outstanding performance by an employee.

Board members felt Hinesburg is in line with other towns for salaries at this time and they are not ready to establish a policy at this time.

The Board recognizes the team work and effort of Town employees and will work on a method to reflect employee appreciation.

 

Review of Performance Appraisal Process  - A note will be sent from Rob to department heads asking when completing the form for review of the Town Administrator they refer to forms used for department members as a guide.

 

Jeanne noted that short term disability is in the union contract and recommends coverage for all Town employees effective 7/1/05.  She has a quote of $4,716.

 

Randy moved the Board vote to adjourn at 11:10 p.m., second by Howard and approved.

 

 

Respectfully submitted,

 

Valerie Spadaccini, secretary