Selectboard Meeting

December 3, 2007

                                                                                                                               Page 1 of 4

 

Attending the meeting; Rob Bast, Andrea Morgante, Jon Trefry, Randy Volk, Howard Russell, Jeanne Wilson, Steve Button, Rocky Martin, Missy Ross, Frank Koss, Brett Grabowski, Bob and Dot Blanck, Greg Tomczyk, Jennifer Hunter.

 

 

Meeting called to order at 7:10 p.m.

 

FY 08 – 09 Budget Planning Sessions

General Administration (Part 2)

  • Clerk / Treasurer – Reviewed with Missy.

Reduced the amount for the accountant assistance to better reflect past actual.

Howard asked about the restoration project.  Missy said they have finished the vital records.  Information is put into new books with protective plastic sleeves.  They are now working on the old grand list copying onto archival paper and putting into binders.  Property transfer papers will be put in binders.

Howard asked about electronic scanning of documents.  Missy said the state stores them on microfilm.

  • Elections – Reviewed with Missy.  She was asked if with Hinesburg now being two districts if it costs more.  Missy said the machines can read both so it is not considerably more.  Increase is due to the presidential election in Nov 08.
  • Delinquent Tax Collector – Reviewed with Missy. Missy said it is going well, the number of delinquencies dropped slightly.  She feels the Town needs to pursue having some tax sales.
  • Auditors – Reviewed with Jeanne.  Slight increase in professional audit fees.

 

Buildings and Facilities

  • Municipal Buildings, Parks, Streetlights, Sidewalks, Multi-Use Path – Reviewed with Rocky.  Rob asked about the rec path and inclusion of grant revenue funds.  It was agreed it would be better to only show the tax dollars needed. Jeanne will adjust to show just the tax dollar amount for all the years this item has been in the budget with a footnote to show actual expenses.

Sidewalk equipment – Rocky said the amount in the budget is for new equipment, there is an option for used at a lower price.  Howard asked if this is included with discussion for impact fees and Rocky replied it is.  Randy suggested looking at prices to sub contract this work.  It was agreed for now to remove the request.

Sidewalk construction – it was suggested to get a preliminary cost from a contractor.  Jeanne said there is $21,913 in the sidewalk reserve fund and there may also be some funds left over from the sidewalk project on Rt 116.  Reduced amount to $30,000.

Rocky said he needs to add refinishing the Town Hall main floor flooring.  $2,250 was added to repair and maintenance.

Rob asked about the status of fuel bulk purchase by the Town.  Jeanne said it will be discussed at the leadership team meeting.

Removed the request for the stone wall around the new sign at Town Hall.

Decreased site plan and permitting for the Town Green from $15,000 to $5,000.

Village Corridor Improvements – reduced to $37,000 and will run for a three-year period.

 

                                                          DECEMBER 3, 2007                                                              page 2 of 4

 

  • Water Supply and Wastewater Treatment – Reviewed with Steve.

Operating supplies increase in cost of chlorine, plus additional delivery surcharge.

Testing – additional lead and copper testing required.  This is under dispute and may not be needed.

Machinery – purchase of loader bucket.

           Howard stated next spring when reviewing the ww and water rates to remove the allocation

           and hook up fees revenue to get a true picture of costs needing to be covered.  Andrea asked

           if we need to wait till spring and Rocky said we do not.

Part of the hook up should go in O&M and part in the Capital budget as there are some costs associated with a hook up for the Town. 

The Board asked for water and ww revenues and expenditures to be separated.

Randy asked about the reserve fund.  Rocky said the water dept has a fund of $250,000 (balance of water system upgrade bond).

Howard said he would like to see in the revenue budget interest on investments separated for water and ww.

Jon asked about the proposed vehicle purchase.  Steve said he wants to replace the 98 Ford Ranger, which is requiring a lot of maintenance with a full size truck.  Discussed was the purchase of a used truck vs. new.  Steve said used should work fine as the truck will remain in Town so will not get many miles put on it. 

Jon questioned the lower amount for phosphorus removal. Steve said Saputo flows are down – the average gpd had gone down and the lower amount should cover it.

Rob asked about the generator purchase.  Steve said he wants to replace the one at the pump station and then move the current one to the lagoons.  

 

General Administration (Part 1)

  • Town Administrator Reviewed with Jeanne.  Added line for assistant for 5 hrs a week for admin help.
  • Computers / Copiers / Fax / Website – Reviewed with Jeanne.  Jeanne will be looking for prices from other service providers for comparison for computer repair / maintenance services.

Computer Hardware – the Board suggested increasing from $3000 to $3700 to allow A$1,500 for contingency.  A new desktop is needed for P & Z. Alex proposed getting a new lap top for him and to give his computer to the listers.  The current lister computer would be retained for P & Z.

 

  • Public Health –reviewed and no change needed.

 

Fixed Costs & Insurance (Part 1)

 

  • Recycling / Landfill Closure – Reviewed with Rocky.  Testing now done once a year.

 

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 Andrea and approved.

 

Minutes of November 19, 2007:  Howard moved that the Board vote to approve the minutes of November 19, 2007 as corrected, second by Jon and approved.

                                                             DECEMBER 3, 2007                                                         page 3 of 4

 

Creekside Development / Follow-up on Road Ownership Discussion:  Andrea moved that the Board vote to acknowledge that the private roads in the Creekside subdivision (i.e. - Farmall Drive and Fredric Way) meet the requirements outlined in the Policy for Consideration of New Town Roads (adopted August 30, 2004) and the Selectboard is amenable to initiating the public process for acceptance of these roads at the completion of the two-year warranty period (December 2009) provided that at the time of completion of the two-year warranty period an inspection conducted by a professional engineer hired by the Town finds that the roads meet the construction standards outlined in the Town of Hinesburg Policy for Transportation Construction and Improvements. Second by Jon.

Frank Koss said they are again requesting a 1 year warranty period.  He said the road policy states a 1 year warranty period.  And the warranty period should begin Oct 07.

Rob said the Board would accept the Oct date if that is the date the inspection was done.

Jeanne said the 1 yr period is on existing roads such as Ballard Rd to the library and not newly constructed roads.

Andrea said she would consider taking over maintenance after 1 year but the warranty would remain at the 2 year period.

Howard said maintenance should be defined as plowing only.

The Board was asked if they officially recognize that within a year or two the Town will take over the roads.

Andrea moved to change the wording of her motion to “will accept these roads at the completion of the two year warranty period…….” from “is amenable to initiating the public process for acceptance of these roads at the completion of the two year warranty period….”  Jon seconds the change.

The Board was asked if they acknowledge the patchwork is acceptable as Rocky was involved in the patchwork done on the roads along with the Town engineer.

Rob said the Board does not need to address patchwork as it is addressed in the start point of the warranty.

Brett Grabowski said a large piece of the road has gone through a 2 yr warranty period as the Phase 1 warranty period will be done in a month.

Jon stated there is an issue with the drainage problem with phase 1.  Brett replied that is being contested.  Jon asked if the drainage problem existed before the top coat of paving was applied.  Brett said it is hard to say due to settling and shimming done with the top coat.

Howard said he believed the standards were accepted by the Town engineer and DRB – he referred to a letter by Rocky regarding minimum grades needed to make water run along the curbing and that those grades were not met.

Jon felt it inappropriate to vote on the motion before the Board, Rocky, the engineer and Brett work out the question of the noted deficiencies.

Howard asked about the Oct vs. Dec date.  Jeanne replied the December date would be appropriate as the phase 2 warranty period has not yet started.

Jeanne will check if the deficiencies in drainage need to be resolved before the warranty starts.

Motion and second withdrawn.  No action taken.

 

Ancient Roads Project / Discussion of Criteria for Mapping Ancient Roads:  The Ancient Roads Committee has been conducting research to identify ancient roads.  The Ancient Roads legislation requires that the Town include any roads and trails it wishes to retain on the VTrans  Road Map by February 10, 2009.  The Committee felt that prior to initiating discussion about which roads to retain and which to give up, a set of criteria should be established.  In discussions with the Trails Committee, Conservation Commission and Planning Commission, the Committee has developed the following list of criteria for possible consideration:

                                            DECEMBER 3, 2007                                      page 4 of 4

     

·        connections between dirt roads that are in close proximity to each other

·        connections between public and/or private trail systems that are in close proximity to each other

·        connections (greenbelt) between significant tracts of public land or open land (wildlife corridors, etc.)

·        potential trail access to significant cultural/natural features

·        trail access to the village core from areas within relatively easy walking distance

·        potential road connections between existing roads which will improve road infrastructure efficiency

·        potential new roads to provide better access to areas in which our town plan calls for more concentrated development

Randy felt 4 of the above areas are closely related and to simplify could be combined into one criteria.  He also felt use of the term significant subject to interpretation.

Howard said the Trails Committee also noted a criteria of clear documentation is needed.

The Board agreed to work on refining the criteria list.

 

Listers Request for Corrections to the Lodged Grand List:  The Board has received a request from the Board of Listers to approve changes to the Lodged Grand List due to new information the Board has received regarding status of a mobile home.  Andrea moved that the Board vote to approve corrections to the Lodged Grand List as outlined in the letter from the Hinesburg Board of Listers dated December 3, 2007. Second by Jon and approved.

 

Warrant for Collection of Delinquent Taxes:  Howard moved that the Board vote to sign the warrant for the collection of delinquent taxes, as prepared by Town Treasurer Melissa B. Ross and dated November 20, 2007. Second by Andrea and approved.

 

 

Additions to the Agenda

 

Letter to Bolton Selectboard / CUSI Funding – reviewed and signed to be sent out.

 

Rob noted he attended the Vt Planners Assoc meeting and Hinesburg was well represented with Alex, and David Blittersdorf also attending. The Association was impressed with what has been accomplished in Hinesburg.

 

Andrea moved the Board go into executive session for discussion of personnel and contract negotiations and legal issues.  Second by Jon and approved.

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

 

Reminder: Presentation at Statehouse by Governor Douglas for 2007 Vermont Tree Steward Award for Hinesburg’s “Forest to the Floor” project – December 12th from 5 – 7 pm.

 

Respectfully submitted,

Valerie Spadaccini, Secretary