Selectboard Meeting

January 8, 2007

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Attending the meeting; Rob Bast, Andrea Morgante, Jon Trefry, Randy Volk, Howard Russell, Jeanne Wilson, Doug Olufson, Chris Morrell, Fred Silber, Al Barber,

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

Budget Planning Sessions

Public Safety

Police Department – Andrea wanted to formally thank Doug Olufson for the work he did in preparation for the Public Hearing.

Budget items reviewed with Chris:

Jon asked about the amount for dispatch. Jeanne said she believes the projected amount by Shelburne is high and feels the $29,000 requested will be adequate. Andrea asked Chris about his statement at the Public Hearing that the dept takes many calls. Chris explained all 911 calls go directly to Shelburne. Others come in to Hinesburg. Any call with an entry made into the CAD computer system by Shelburne is charged to Hinesburg.

Jon asked about the upgrade for high speed for the CAD system. Chris said phone costs include 3 cell phones, DSL service and 3 pagers.

Jon questioned repair and maintenance running higher in the actuals than projected for 07/08. Chris said he expects lower costs with a new vehicle.

Andrea asked what organizationally will change with increased staffing, how much is administrative tasks? Chris said they have been getting volunteer help 1 day a week on administrative tasks at this time. Barb is putting in 20 hours a week average.

Jeanne asked if fully staffed with more officers, would that allow Barb to do more admin work. Chris said yes as she is now sometimes pulled from admin work to patrol work.

Chris said Barb is paid at the full time rate and her hours are split into different categories for reporting purposes.

Jon asked if someone can be doing admin work at a lower pay rate than patrol pay. Chris said patrol officers are doing admin work as they enter case information into the computer.

Andrea wanted to know how much overlap is there on shifts and will additional staffing reduce overlapping or increase coverage? Chris replied both, there would be some extension of hours and some overlap.

Randy asked if a hypothetical schedule has been done showing increased staffing. Chris said they have not had time to do so and changes from week to week would make that difficult. Rob said expanded hours are on a need basis. Chris said he could draw up a schedule but it would not be accurate. Randy said it could however be a template with the understanding it needs to be flexible.

Jon asked in adding the requested 1.7 staff how would that address issues of responding to a potentially dangerous call alone. Chris said he would like to overlap some shifts which would make a second officer available. He gave the example of his doing admin work in the office and would then be available if needed for back up. Chris said Sunday mornings and random night shifts would be a priority.

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Howard asked about the reciprocal arrangement of departments. As Hinesburg is compared most closely with Richmond is there some expertise that Richmond brings to Hinesburg. Chris said Richmond mostly contributes by answering calls on the interstate due to their location which aids the State Police.

Jon said he would assume adding additional staff would make it possible to set a predictable schedule which should help alleviate officer burn out. Chris said additional staff will help some of the scheduling problems. Doug pointed out the 1.7 will not bring the department up to a level where they should be, it was just used as a comparison to other departments.

Jon said he sees it as a choice of maintaining current coverage with staff increase, and to keep current staffing will result in a reduction of coverage.

Howard said as this is a voter choice the voters need to be aware of the choices and possible results. He suggested perhaps that lock out service and vacant house checks not be done to save patrol time.

Rob agreed with the need to look at what are things the department does / what time is spent doing those tasks / and what tasks might be eliminated.

Chris said there is no way to pare down individual services being done to cut costs, they would have to cut hours which result in a cut in quality.

Valerie Spadaccini said that in regards to resident’s statements of having State Police coverage one needs to be aware that if the Town is not under contract with the State Police they will not provide services such as speed control unless on a special detail. The hourly rate on the contract is higher than the Hinesburg dept hourly wage as it is charged as overtime.

EMS – when a call comes in the officer goes out as an EMS till other help arrives. They then revert back to police capacity. Randy asked if this dual role saves the Town money. Jeanne replied it does.

Jeanne stated in her experience over the years she has seen a reduction in community policing in order for the dept to keep up the workload. Jon also noted the reduction in traffic enforcement.

Howard asked how much officer time we will recapture if using the newer line for CAD work. Doug said it will be 7 times faster which will allow for more patrol hours but will also then increase cases entered. Jon asked if the man hour savings is worth the price of the T1 line.

Andrea asked in reference to the current 20 hrs part time to 48 hrs part time projected if we would need to hire additional personnel. Chris said they would probably hire another person but that is not definite. It depends on how many hours the part time officers want or are available. Andrea suggested hiring a full time person to cover the additional part time hours. Jon said hiring 2 full time officers would seem to make scheduling easier. Jeanne noted she will need to add health care benefits into the budget if that is done. Jon would like to know what that cost would be.

Jon addressed step changes – not only salary but also recognition for longevity. Andrea said she feels the Town also benefits when new people come to the department as they bring their learning and experiences. She would want a broader experience than just longevity with Hinesburg to qualify to be Hinesburg’s Chief.

Howard asked about the turn over rate and how we compare with other departments and what are other communities doing differently that may be helping to keep their officers at that dept.

Rob asked the Board how they would like to proceed.

Jon said he feels the Board needs to discuss all the points mentioned.

Howard feels they need a strategic plan and would like to hire a consultant to help with the process.

Randy said to avert a crisis at this time he supports the budget as presented with the 1.7 personnel increase but agrees on the need to get a strategic plan in place.

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Jon said he is not sure about the proposed budget without a plan. He does feel some new staff or reduction of service needs to take place.

Andrea is not sure of going to the 1.7 level and wants a strategic plan. What makes for a safe community – have a strategic plan to address that and work with other agencies such as the schools.

Rob agrees a strategic plan is important and is in favor of including funds to the budget. He would like to adjust the budget to include the T1 line and said 1.7 personnel increase feels right for now and wants to move forward with a strategic plan to see where we are going from here.

Howard feels the way to go is with more part time not full time. There may be ways to increase staffing for this coming year and then see what the strategic plan shows.

Rob said he feels the Police Department has more than amply demonstrated the need for more personnel, this only gets them back to doing what they are working at doing now.

Rob said they could look at the budget several ways – with additional staffing / with the T1 line.

Chris said the department supports having a strategic plan and will try to accommodate any scenario resulting in improvement.

Chris asked for the $11,000 for site work to be carried over for an additional year. He also noted last year fitness ran over so that was bumped up a little for 07/08.

Animal Control – reviewed, proposed at a lower amount

E-9-1-1 - proposed increase to accurately reflect the time needed to do the work.

Fire Department – reviewed. Howard asked about call reimbursement. Al explained that when called out they must be paid at least minimum wage to get workmen’s comp coverage.

Jon asked about capital expenses for site work. Al said he would like to use some of those funds for architect design work for the addition. Rob said they could do the site work on the side by the pump house as the building will not be extended in that direction. Jon suggested to let the site plan on lot 1 be finalized so any impact on the area in which the site work would be done in known.

Al asked how the strategic plan will be included in the capital budget. Jeanne said Alex is working on a capital plan program.

Fire Warden – reviewed, proposed level funded.

Fixed Costs & Insurance

Debt Service - reviewed

County Tax - reviewed

Retirement - reviewed

Group Health Insurance – will look at the health savings account and how that might be implemented.

Unemployment Compensation - reviewed

Liability Insurance - reviewed

COLA – the Selectboard had Jeanne budget for a 3% increase

Recyling, Landfill Closure - reviewed

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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 18, 2006: Jon moved that the Board vote to approve the minutes of December 18, 2006 as corrected, second by Howard and approved with Randy abstaining.

Correspondence from Louis & Berthann Mulieri / Additional Information Regarding Property on Shadow Lane: The Muleri’s contend that the minutes of the November 6 Selectboard meeting contain an erroneous statement made by a resident about property the Mulieri’s own on Shadow Lane. The Mulieri’s have provided a written statement that gives additional information regarding the property in question (180 Shadow Lane), and ask that the Selectboard include this statement in the minutes of today’s meeting. Andrea moved that the Board vote to include the statement provided by Louis and Berthann Mulieri regarding property on Shadow Lane as an attachment to the minutes of today’s meeting, second by Jon.

Randy stated the minutes reflect what was stated at the meeting and they should not go back and change what was said. He and Rob both agreed the Board could now acknowledge they have received this additional information. Howard said sometimes after reflection one realizes they wanted to say something in a different way or clarify it. Andrea supported the additional information presented. Rob pointed out if the Mulieri’s feel strongly they want this information reflected in the minutes they can come to another meeting and present their statement to the Selectboard.

Motion to include statement in today’s minutes voted and approved with Randy opposed.

Resignation from Recreation Commission: Letters of resignation from the Recreation Commission have been received from David Eddy and Lori Hennessey. There are now three vacancies on the Commission. Andrea moved that the Board vote to accept the resignation of David Eddy and Lori Hennessey from the Recreation Commission effective immediately. Second by Jon and approved.

Appointment to the Recreation Commission: A letter of interest in a re-appointment to the Recreation Commission has been received from Frank Twarog. The vacancy has been posted. Andrea moved that the Board vote to appoint Frank Twarog to the Recreation Commission for a three-year term, which will expire on January 1, 2010. Second by Jon and approved.

Appointment to the DRB: Letters of interest in a re-appointment have been received from George Munson as a DRB member and Joe Donegan as an alternate member of the DRB. The vacancies have been posted. Andrea moved that the Board vote to appoint George Munson to the Development Review Board for a three-year term, which will expire on January 1, 2010, second by Howard and approved. Andrea moved that the Board vote to appoint Joseph Donegan as an alternate member to the Development Review Board for a three-year term, which will expire on January 1, 2010, second by Randy and approved with Howard abstaining.

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Appointment of Interim DRB Member: Robert Gauthier’s term as a member of the DRB expires this month. He has indicated that he would like to resign, but is willing to stay on until a replacement can be found. Andrea moved that the Board vote to re-appoint Robert Gauthier as member of the DRB, for a three year term due to expire in Jan 2010. Second by Howard and approved.

Appointments to the Ancient Roads Committee: Letters of interest in appointment to this newly created committee have been received from George Bedard, Ann Thomas, Ann Brush, Suzanne Richard and Elizabeth Lee. Howard Russell is also interested in serving, either as an appointed committee member or as a liaison to the Selectboard. Randy moved that the Board vote to appoint George Bedard, Ann Thomas, Ann Brush, Suzanne Richard, Elizabeth Lee and Howard Russell to serve as the Ancient Roads Committee, for terms which expire on July 1, 2009. Second by Andrea and approved with Howard abstaining.

Municipal Education Grant Program / Vermont Land Use and Training Collaborative: Alex has prepared a grant application for the Vermont Land Use Education and Training Collaborative Municipal Education Grant Program. This program provides municipalities with funds for training volunteer boards and commission to help them perform their duties. It is a reimbursement program, which will reimburse the town up to $800 for a trainer or other approved training expenses. Randy moved that the Board vote to authorize the Chair to sign the Municipal Education Grant Program application as prepared by Alex Weinhagen, Director of Planning & Zoning, and dated January 2, 2007. Second by Andrea and approved.

Correspondence to St. George / Fire Protection Contract for FY 07 – 08: Randy moved that the Board vote to sign the letter to the St. George Selectboard regarding the fire protection contract for FY 07 – 08. Fire protection will be provided for a cost of $15,687 (15% of actual Fire Department expense for the previous fiscal year (FY 05 – 06) which was $104,582). Second by Andrea and approved.

Update on Relocation of CSWD Drop Off Center: Alex Weinhagen has prepared an orthophoto of the Wastewater Treatment Facility parcel, which indicates the wetlands and flood hazard area. Access across the floodplain was questioned. Jeanne will check with Alex on who can give us the answer.

Additons to the Agenda

Resignation from Affordable Housing Committee: A letter of resignation has been received from Michael Landers for his position on the Affordable Housing Committee. Andrea moved that the Board vote to accept the resignation of Michael Landers as a member of the Affordable Housing Committee effective immediately. Second by Randy and approved.

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Appointment to the Affordable Housing Committee: A letter of interest in an appointment to the Affordable Housing Committee has been received from Dale Wernhoff. Dale has been regularly attending the committee meetings, even though he is not an appointed committee member, and comes with a recommendation from committee chair, Rocky Martin. Andrea moved that the Board vote to appoint Dale Wernhoff to the Affordable Housing Committee to fill a vacancy with a term which expires on July 31, 2007. Second by Randy and approved.

Update on Transportation Committee Meeting: Rob Bast attended the Transportation Committee meeting in Montpelier today to present Hinesburg’s request for a change in speed limit on Route 116 in the village area. Rob stated south of CVU intersection is 40 mph not 50 as assumed and this will be corrected with signage.

Rob said the Transportation Board voted to support the Town’s request. Rob advised he told the Board Hinesburg will do its part to be sure this is brought to the attention of drivers. Chris Morrell was asked to get the speed radar unit road ready and place out on Rt 116.

Update on Pond Road Drainage Issue / Ralph Preston – Jeanne reported that Bud Allen was contacted by Mr. Preston’s attorney. Jeanne will copy all correspondence on it and forward to Board members.

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

Respectfully submitted,

Valerie Spadaccini, secretary

Written statement provided by Louis & Berthann Muliere, with a request that the statement be attached to the minutes of the January 8, 2007 minutes:

Corrections to a section of the Nov. 6th , 2006 of the Select Board Minutes containing a statement attributed to  Mrs Jean Davis.

The statement is in the section entitled "Jeff & Jean Davis / Request for Waiver of Road Standards on Shadow Lane" The section in question states"

"Jean Davis said the camp across from them became year round because for 3 years someone resided in there even though there was no water and a failed septic system. It was then sold and torn down and a year round home built."

A. Corrections:
1. The "camp across from them" referred to by Mrs Davis in these Minutes is the house at 180  Shadow Lane (Lots 30-31-32-33) which we owned until selling in 2005.
2. No one ever lived at 188 with "no water and a failed septic system" as stated by Mrs Davis.

B. Supplemental Facts about our 180 Property:
For the record, we wish to submit the following facts regarding the use and condition of the property at 180 Shadow Lane we previously owned:
1. We lived in this house year-round from Oct. of 1972 through Dec. of 1990.
2. Aside from routine maintenance, neither the water supply (from Lake Iroquois) nor the septic system in our house failed or was ever in a state of being "failed".
3. For a year after we moved to our present home at 129 Shadow Lane, we rented our 180 house out to Mr Norman Scorstad.
4. After Mr Scorstad moved we resumed use of our 180 property as a "Guest House" and as "Studio" to enjoy use of our built-in, super high-fidelity sound system and extensive vinyl record and cassette tape collection for music listening, for fire-place enjoyment and as a general storage facility. We also used our 180 property for our drinking water supply from Lake Iroquois and for showering.
5. With onset of rising heating fuel costs we had to abandon winter months use of our 180 property and instead, winterized it each winter season and continued "Studio" use in summer until changes in our health required suspension of even warmer season use of our 180 property, leaving it in permanent, winter shut-down condition (no water, no heat) until selling the property to Mr Andrew Burton in December of 2005.
7. The property was sold as a year-round residence in accordance with the statement certifying such by Mr Peter Erb in his June 3, 2005 letter from the Hinesburg Office of the Zoning Administrator. A copy of this letter is attached. (Hard copy to be hand delivered)

C. Additional Correction to Select Board Minutes We also wish to point out an error in the initial paragraph of the Selectboard minutes we received. The sentence, 6th line, first paragraph: "The
proposed changes reduce the grade to 8% for the top 2090 feet at the approach to Pond Road, traveling..." The correct statement should be: the top 20 feet, *not* "2090" feet. I hope this correction can be applied to the official record of minutes as well as within our present submission as
it is a serious misrepresentation of actual facts and should not be allowed to be misinterpreted.