Selectboard Meeting

December 18, 2006

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Attending the meeting; Rob Bast, Andrea Morgante, Jon Trefry, Howard Russell, Jeanne Wilson, Chris Morrell, Fred Silber, Frank Koss, Holly Russell, Alex Weinhagen, Mike Anthony, Tony Barbagalo, Stuart Pierson.

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

Chris Morrell introduced Frank Koss, Hinesburg’s new part-time police officer. Frank was previously interviewed for the deputy chief position. He now resides in Hinesburg and also works for the Williston Police Department.

Budget Planning Sessions

Land Use

Listers -reviewed with Holly. Howard asked about the increase in prof/srv reappraisal, he wanted to know how it related to the number of building permits (have the permits doubled as the dollar request has?) Holly explained it covers money paid to Mike Bailey for appraisal work but is not solely related to number of building permits.

Salary reappraisal covers data entry and attending grievance hearings - no funding is needed till the Town does another reappraisal.

Discussed the possible opening for a listers position. Holly will try to get information into the Record and asked the members of the Board to think if there is someone they know who would be a good fit for the position.

Planning & Zoning – reviewed with Alex. Planning projects are included under professional services or special projects.

The Greenspace Plan and Natural Resource Mapping are in special projects part of which is covered by a planning grant.

Howard asked Alex if this is duplication of the request by the Conservation Commission to finish up mapping. Alex does not believe it is – Jeanne will check with the Conservation Commission to get clarification.

Andrea asked in regards to the fee structure if something can be done in the short term to increase fees and bring them up to date.

Jon feels the Town should just set the fees at a higher rate and not wait for studies on impact fees and all the resulting work needed to implement impact fees.

Andrea asked Alex if he is tracking department time based on tasks and services provided, Alex replied he is.

Alex said an increase in fees would attempt to recoup more of cost of staff time as revenues from fees should be covering a good portion of planning and zoning costs.

The Board noted the need to separate the DRB function from the Planning function.

Rob asked Alex to look at the percentage of time involved in development and give those figures to the Board.

Howard suggested including $500 to special projects for Trails as it will be a formally appointed recognized committee. The Board agreed to do so.

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Highway – Reviewed with Mike Anthony. Paving projects will include paving Richmond Rd and Hinesburg Hollow Rd as well as re-doing the area of Pond Brook Rd that is currently paved. The Board discussed the proposed blacktop schedule of repaving every 10 years which will require 2.6 miles be done annually. All agreed this is needed to maintain the roads properly.

Funds for Silver St Bridge are included for discussion purposes – Jeanne will contact the State to see if there is any chance this will actually be done in 07/08.

Discussed inclusion of new pick up truck. Mike said the current truck is falling apart and will not make it till 2010 as planned.

Capital budget for the Town Garage. This will depend on how discussions with CSWD go. There is approximately $27,000 held now for the garage; most likely will not include the additional $26,400 request for 07/08.

Pond Brook Rd – Howard pointed out this should not be included in the budget as it is a warned article. If it passes it needs to be added to the budget. Jeanne said she has included to show what the entire budget looks like even though not yet approved. The annual report will have the highway article total without the Pond Brook Rd project and have the Pond Brook Rd project amount in a separate article and show what the total highway budget will be with it included.

Jon said as we are spending this large amount on paving he does not feel it may be prudent to pave Pond Brook Rd in the same year.

Howard said the Board agreed to put it in as a warned item. This does not mean the Selectboard is recommending paving the road.

Rob agrees it is a good project but the Board needs to be clear in presenting due to the high amount in the current budget.

Andrea wants to be clear this is a finished project and the money asked for will allow that to happen. Need to include costs for the finished project not just the paving.

Howard asked about the budget fuel line. Why budget 35,000 again when the actuals run higher? Jeanne said they are being conservative and Mike added that he has told the highway employees not to keep the trucks running when they are not in them.

Andrea asked about summer reconstruction on Leavensworth Rd. Mike corrected the notation to read $5,000 for six additional new culverts.

Howard asked about the increase in summer – supplies/equipment. Mike said that is for the hydro-seeder.

Jon asked in regards to the excavator if the Town did actually rent the equipment. Mike said they did for some of the projects.

Howard asked about fully subcontracting instead of partial use of Town trucks and employees on some jobs. Mike said it is very difficult to hire out some jobs as contractors do not respond to his inquiries. Jeanne suggested there may be a need to put the job out with bid documents for an entire project not piece by piece. Mike replied that using Town trucks is sometimes helpful in taking loads of fill away and dumping in different areas around Town. You cannot expect the contractor to do this.

Jon asked about Hayden Hill West Rd project in regards to the Dunkling dam. Jeanne said Mike Weisel looked at it and has a plan if the Town is unable to work on the Dunking property

Jeanne asked Mike if he has looked into lease to own options for the pick up truck. Overall Mike and the Board did not feel this would be advantageous but asked it be looked into.

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Tony Barbagalo of CSWD / Discussion of Relocation of Drop Off Center – Andrea asked Tony if CSWD is committed to staying in Hinesburg. Tony said CSWD feels Hinesburg is a great location but not necessarily at the current location. The current drop off location is losing money partly due to low fees which are being addressed with a proposed increase. The district is still waiting for a decision on the Hinesburg Sand and Gravel issue resulting in unknown costs to the district. Time line for anything definite on that is 08 at the earliest.

Rob said that relocation of the Town garage will be a bond vote.

The Board discussed with Tony possible relocation by the sewage treatment facility. Jeanne will check into past problems that were associated with that location.

Rob said at the current location the Town will be looking at dual use of the road and adequate space for functions associated with the drop off center.

Andrea suggested checking the methane levels at the old landfill site for possible use. Tony said he doubts they are adequate but will look into it.

Outcome of the discussion was to 1) look into the property by the Wastewater treatment center to see if that is a feasible sight, 2) have Mike Weisel meet with Tony and work together to come up with a conceptual design the Town can use for an estimated cost.

Andrea noted the need to build with energy efficiency in mind.

It was also suggested to check with NRG to see if they have any property available for such a project.

Other Business

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

Approve Minutes of December 4, 2006: Howard moved that the Board vote to approve the minutes of December 4, 2006 as corrected. Second by Jon and approved.

Appointment of Auditor: Andrea moved that the Board vote to appoint Robert Dimke to fill a vacancy in the position of Town Auditor for a term which will expire on March 6, 2007. Second by Jon and approved.

Appointment of Alternate to DRB: Robert Linck has submitted a letter of interest in appointment to the DRB Alternate position. This position was made vacant by the resignation of Nathan Makay. The vacancy has been posted and published. Howard moved that the Board vote to appoint Robert Linck as an alternate to the DRB with a term which expires on January 1, 2010. Second by Jon and approved.

Discussion of Appointments to the Ancient Roads Committee: The Board will hold off on appointments till more applicants respond.

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Act 250 Municipal Impact Questionnaire / Hinesburg Hillside LLC: An Act 250 Municipal Impact Questionnaire has been received for the Hinesburg Hillside LLC project. The questionnaire was forwarded to the Road Foreman, Fire Chief, Police Chief and Selectboard for comment. Comments received from the Road Foreman, Fire Chief and Police Chief has been compiled. A statement regarding fire protection and the need for funds to purchase fire fighting equipment such as a ladder truck will be included. Andrea moved that the Board vote to authorize the Chair to sign the Municipal Impact Questionnaire for the Hinesburg Hillside LLC project (Thistle Hill Development).

Second by Jon and approved.

Correspondence from Pine Shore Drive Association / Run Off Issue – Jon said he checked the culvert under Dynamite Hill Rd which carries water across to the east side of Pond Rd. The culverts at the residences on Pine Shore Dr are small.

The Board decided to have an engineer (Mike Weisel) look at the culvert under Pond Rd to see if it is having a negative impact on Pine Shore Dr. Jon also noted the need to look at possible damage being done to the lake. The letter from Pine Shore Dr Association refers to silt water running into the lake from Pine Shore Dr.

Discussion of Employee Health Care Plans: A summary of health care plans has been compiled for the Board’s review. Jon suggested the Board look at changing to a $500 deductible and turning some of the savings of doing so back to the employees to use toward their deductible.

There was discussion of flex spending plans and how that could be implemented. Jeanne will look into the particulars of that suggestion.

Additions to the Agenda

Saputo Wastewater Utility Agreement Extension: An extension to the Saputo Wastewater Utility Agreement has been prepared. The terms of the extension are the same as in the previous agreement, with the exception of Item #2, where the surcharge for exceeding daily allocated flow discharge of 127,500 gpd has been increased from $0.59 per 1,000 gallons of daily actual flow in excess of allocation to $1.34 per 1,000 gallons. Jon moved that the Board vote to sign the Saputo Wastewater Utility Agreement Extension, as prepared and dated December 18, 2006. Second by Howard and approved.

Vermont Department of Housing & Community Affairs / Amendment to Closeout Agreement 0065/96CA – Sunny Acres Water Connection Loan Program: This program was established in 1998 to provide Sunny Acre residents with loans to fund connections to the new water system. At this point, all collectible loan re-payments have been received, and the Town and DHCA are ready to close out the program. A payment of $2,355.96 from the water department will be returned to DHCA ($2,944.95 – 20% administrative fee of $588.99 = $2,355.96) along with the close-out agreement.

Jeanne explained this was set up to be a revolving loan program. The town has the funds that can now be loaned out if certain income criteria are met – the Town has not been able to take advantage of loaning out the money on which reports need to be submitted yearly. Jeanne recommends closing this out by giving the funds back to the Vt Dept of Housing so they can loan out the funds as needed. Andrea moved that the Board vote to authorize the Chair to sign the Termination of the Closeout Agreement with the Vermont Department of Housing & Community Affairs, as prepared and dated December 18, 2006. Second by Howard and approved.

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The Board received a memo from Chief Morrell recommending the Town keeping the 2000 Jeep, but removing the collision insurance. The Board asked Jeanne to look into when the registration and inspection expire with the understanding no major repairs be made to the vehicle in the interim. The Board decided to defer any further discussion or decision pending a decision on staffing and the police budget.

Outgoing Correspondence

Employee holiday cards

Sympathy card to the family of John Miner

Response letter to Ralph Preston / RE: Drainage issue on Pond Road – Jeanne is sending with this letter copies of the two memos previously sent by certified mail to be sure of delivery accepted as Mr. Preston said he has had no response to his previous inquiries.

Howard moved the Board vote to adjourn at 10:50 p.m., second by Andrea and approved.

Respectfully submitted,

Valerie Spadaccini, secretary