March 22, 2010
Attending the meeting; Jon Trefry, Andrea Morgante, Ken Brown, Randy Volk, Howard Russell, Jeanne Wilson, Fred Silber, Frank Koss, Frank Twarog, Tom McGlenn, Joe Iadanza, Colin McNaull, Rocky Martin ,Katherine Kjelleren, Melissa Levy, Al Barber, Steve Russell, Paul Lamerson, Rolf Kielman.
Meeting called to order at 7:00 p.m.
Andrea reminded all to complete and return the census.
Andrea moved the Board go into executive session including Jeanne Wilson and Fred Silber for personnel discussion, second by Howard and approved.
Howard moved the Board come out of executive session, second by Andrea and approved.
Howard moved the Board vote to authorize Acting Police Chief Fred Silber to issue offers of employment for a full time police officer and a .8 FTE regular part time officer to candidates that were discussed in executive session. Andrea second noting these positions are within the current budget and FY 10 – 11 budget. Motion voted and approved.
Roundtable Discussion with Chairs of Volunteer Boards, Commissions and Committees: the following chairs were invited to participate in the discussion – Tom McGlenn, DRB; Joe Iadanza, Planning Commission (Chair Jean Isham is out of town); Melissa Levy, Conservation Commission; Frank Twarog, Recreation Commission; Rocky Martin, Affordable Housing Committee; Rolf Kielman, Village Steering Committee; Colin McNaull, Trails Committee; Steve Russell, Town Forest Committee; Kate Schubart, Agency Request Review Committee (unable to attend); Bill Schubart & Will Patten, Saputo Redevelopment Committee (unable to attend); Paul Lamberson, HCS School Board; Library Chair, Kathrine Kjelleren; Al Barber, Fire Department.
The areas noted were discussed by those attending.
- Review of statutory language relating to quasi-judicial and advisory boards
- Discussion of a protocol for providing input to other boards (i.e. – the DRB)
- Methods of communication between boards, and between boards and the community
- Review of mission statements – are revisions warranted?
- Support & training for chairs as team builders and leaders
- Levels of staff support available for volunteer boards
- Establishing annual work plans
Jon said the Selectboard has been looking at the roles of committees and boards in regards to their role in advising other committees and boards of Hinesburg. Andrea noted the importance of communication between boards.
Howard said he feels there is a wealth of volunteers in Hinesburg and wants to be sure all committees feel they have all the resources they need to achieve their goals, i.e. staff resources.
Do all committees and boards have a sense of what other boards and committees are working on to be sure to avoid duplication of work.
Randy spoke specifically about statutory language as it pertains to the role of advisory boards in development review. He said the mission statement has to clearly state if they are advising the DRB.
The Village Steering Committee and Conservation Commission reps said they have been asked for input. Howard said they need to be sure recommendations are put in writing.
Colin said the Trails Committee sent a letter to the DRB though they were not asked for input as they are charged with encouraging construction of sidewalks.
It was agreed there should be a procedure of notification of request for input on projects.
Information and requests by committees should go back to the Town Planner in writing.
Suggested was to have advisory boards present their opinions when the project is brought before the DRB and then open the meeting for public input and questions.
Also suggested was to send a brief synopsis of incoming applications as they are submitted to all commissions and boards before the project is actually on the schedule. Commissions and boards can respond with a simple no the project does not affect the mission of that board or commission or yes and follow with input.
When speaking of future all board meetings and communication, Jeanne suggested that a report similar to the Friday report if information is sent to her on what is being worked on she can put that into report format and send out to all. It was suggested this be done on a quarterly basis.
Director of Buildings & Facilities Rocky Martin
Update on Wastewater Upgrade Project – Rocky shared pictures with the Board of the work done to date. The new blowers of which one is operational; new alum storage tanks and two new pumps of which only one operates at a time and is working; chlorine contact chamber tank building almost completed; new floating aeration lines; WW pump station with new pumps and new controls and variable frequency drives (VFD’s).
Rocky reports that the contractor has requested an extension of time from 3/29 to 5/19. The Town has countered with a 5/1/10 finish date. Rocky will come back to the Board when the change is finalized.
Award of Bid for Fencing Contract / Wastewater Lagoons: Andrea moved that the Board vote to authorize Rocky Martin to sign a contract with Vermont Recreational Surfacing and Fencing for fencing at the wastewater treatment facility, as outlined in the request for proposals dated 1/29/10, for the fixed amount of $13,999. Second by Howard and approved.
Affordable Housing Committee Contract for Housing Needs Assessment: Howard moved that the Board vote to authorize Rocky Martin to sign a contract with Development Cycles and Housing Strategies, Inc. for a Housing Needs Assessment, as outlined in the request for proposals issued by the Hinesburg Affordable Housing Committee on 1/5/10, for the fixed amount of $5,000. Second by Andrea. Andrea asked if they will use the census data. Rocky said the 2010 census data will not be available for a few years yet; this will be projected on the 2000 census and specific Hinesburg information. Motion voted and approved.
Contract for Cemetery Maintenance: Howard moved that the Board vote to authorize the Chair to sign the agreement between the Town and Wahl Landscaping LLP for cemetery lawn maintenance, as outlined in the request for proposals issued in March 1999, for a two-year period of April 1, 2010 to October 31, 2011 at a price of $26,376 per year (this is the same price and terms as approved in the last two-year contract). Second by Ken and approved.
Fire Chief Al Barber - FY 09 – 10 budget short falls for Professional Development and Truck Maintenance – Al feels the overall budget will stay balanced. Jeanne checked and said truck maintenance is close ($400 over budget). There has been a need to increase training offerings for new members resulting in the overage for professional development.
Mount Pritchard dispatch update – American Tower has purchased the land and tower on Mt Pritchard, this meant the Hinesburg Fire Dept would have to abandon their tower, relocate all antennas to the American Tower and moved the related ground equipment. The Fire Dept has asked the Town of Shelburne, the dispatching agency, to assume responsibility for the antennas on the American Tower. Shelburne is pursuing that possibility. An informational meeting on this will be held at the Town Center in Shelburne on Wed March 24, 2010 at 7:00.
Fund-raising for auto-pulse unit – Al said this will be done through solicitation of local business and other efforts from past fund raising activities.
Call reimbursement through employee payroll – call volumes are lower now than last year at this time. Reimbursement is currently being done by the Association and needs to be changed. The Town Clerk has said she would do this but it needs to be set up.
The budget did not include FICA and workman’s comp costs. Howard asked the Board be given the actual costs so they can act on the change.
Andrea moved the Board go into executive session including Al Barber and Jeanne Wilson for legal discussion regarding the Saputo fire, second by Howard and approved.
Andrea moved the Board come out of executive session, second by Howard and approved.
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.
Minutes of March 8, 2010 Meeting: Howard moved that the Board vote to approve the minutes of the March 8, 2010 meeting as corrected. Second by Randy and approved.
Minutes of March 16, 2010 Meeting: Howard moved that the Board vote to approve the minutes of the March 16, 2010 meeting as corrected. Second by Randy and approved.
Decision and Order on Discontinuance of Ancient Roads: Andrea moved that the Board vote to approve and sign the decision and order on the discontinuance of six rights-of-way (ancient roads), as prepared and dated 3/22/10. Second by Howard and approved.
Resignation from Trails Committee / Robert Kennett: Ken moved that the Board vote to accept the resignation of Robert Kennett from the Trails Committee effective immediately. Second by Randy and approved.
Appointment to the Trails Committee: Ken moved that the Board vote to appoint Jane Sheldon to the Trails Committee to fill a vacancy with a term which will expire on January 1, 2013. Second by Randy and approved.
Resignations from and appointments to the Planning Commission: Both Fred Haulenbeek and Ashley Orgain have submitted letters of resignation from the Planning Commission. However, both have agreed to continue to serve until the Selectboard is prepared to fill the appointments. The pending vacancies have been published and posted, and four people have expressed interest, Bruce Cote, Ray Mainer, Robert Linck and John Bethune (John has also expressed interest in the Affordable Housing Committee, which also has a vacancy). The Board previously interviewed Bruce Cote (January 2009).
The Board asked Jeanne to invite John Bethune to attend the next meeting so they can meet him.
Appointment of Town Service Officer: The Town’s current Service Officer, Kathleen Patten, has declined a reappointment. Kathleen’s term will expire on April 14, 2010. Ginny Roberts, who is on the Board for the Community Resource Center, has offered to serve as the Town Service Officer beginning April 15, 2010. Randy moved that the Board vote to appoint Ginny Roberts as Hinesburg Town Service Officer to serve a one-year term from April 15, 2010 to April 14, 2011. Second by Ken and approved.
Resignation of Lake Iroquois Recreation District Representative / Charlotte Geer: Randy moved that the Board vote to accept the resignation of Charlotte Geer as Hinesburg’s representative to the Lake Iroquois Recreation District effective immediately. Second by Howard and approved.
Discussion of Town Forest Committee: As discussed at the March 8 meeting, members of the old Town Forest Committee, the LaPlatte Headwaters Town Forest Management Plan Committee, and those community members who expressed interest last year during the initial outreach, were contacted to solicit interest in a Town Forest Committee. This new committee would be charged with implementing the recently completed management plan for the LHTF, creating and then implementing a comprehensive management plan for the HTF and coordinating the management of both in the future. At this time, the following people have formally expressed interest in this committee: Wayne Bissonette, Pat Mainer, Kristen Sharpless, Jason Reed, County Forester Mike Snyder, and Stewart Pierson.
Jeanne will start drafting a mission and goal statement and appointments will be made at a future meeting.
Renewal of Road Cut Permit / Judy Fritz on Texas Hill Road: This road cut permit was originally approved on June 15, 2009. As outlined in the permit, all permits expire nine months from the date of issue. The property owner has not yet installed the driveway and is seeking an extension. Road Foreman Michael Anthony advises that there are no changes to the permit, and he is supportive of the extension. Howard moved that the Board vote to re-approve the road cut permit for Judy Fritz for a road cut on Texas Hill Road (a subdivision of Tax Map #06-01-63.20) as outlined in the permit dated 10/01/08, 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 Andrea and approved.
Correspondence from Village Steering Committee / Mowing Along Canal Path – Al Barber noted that the Fire Department needs a water reserve in the canal. The Board was inclined to approve the request to mow and clear weeds if done on a volunteer basis. Andrea will look at the area with Dona Walker to get a clearer idea of what is being referred to.
Discussion of Personnel and Legal Issues: Howard moved, based on the recommendation of Highway Foreman Michael Anthony and as approved by AFSCME Local 1343, that the probationary period for Highway Maintainer II Bruce Little be extended for an additional three months to May 9, 2010. Second by Andrea. Andrea asked if Mike has made additional training available to the employee, Jeanne said he has. Motion voted and approved.
Howard moved the Board go into executive session including Jeanne Wilson for legal discussion. Second by Randy and approved.
Howard moved the Board come out of executive session, second by Randy and approved.
Howard moved that the Board vote to sell police service dog, Buck, along with miscellaneous used police dog training equipment to Chris Morrell, as outlined in the bill of sale dated March 22, 2010. Second by Randy and approved.
Howard moved the Board vote to adjurn, second by Randy and approved.
Valerie Spadaccini, secretary