Vernon Selectboard Meeting Minutes                                                                 7/6/09          

               Draft

  Accepted as Printed______________

                                                                       Accepted as Corrected _______________

 

 

VERNON SELECTBOARD MEETING

 

July 6, 2009                                                       6:00 PM

 

MEMBERS PRESENT:                                 OTHERs Present:

Michael Ball                                                    Stan Sage                              

Robert Miller, Jr. 6:15                                      David Walker                                    

Len Howard                                                     David Andrews                                            

Lynda Starorypinski                                        Chris Howe

MEMBERS ABSENT:                                    Marylynn Scherlin

Mike Courtemanche                                        Richard Coutant

OTHERS PRESENT:                                     Chris Garofolo

Sandy Harris                                                   Mr. Condon

                                                                       

WELCOME AND PLEDGE OF ALLEGIANCE

At 6:06 pm Mike Ball called the meeting to order, welcomed those present and led the Pledge of Allegiance.

 

Lynda Starorypinski made the motion to postpone Public Comment to a later time.  len howard seconded the MOTION. The motion carried.

 

MINUTE APPROVAL

            June 15, 2009

                        Correction of the spelling of Counsel.

 

len howard made the motion to accept the june 15, 2009 minutes as corrected. lynda starorpinski seconded the motion. the motion carried.

 

            June 22, 2009

                         Correction on page three the word where to were, and spelling of Counsel from Council.

 

len howard made the motion to accept the june 22, 2009 minutes as corrected. lynda starorpinski seconded the motion. the motion carried.

 

July 1, 2009 minutes tabled to next meeting.

 

LYNDA STARORYPINSKI MADE THE MOTION TO TAKE ALICE J. BROOKS FUND AND THE CEMETERY TREE BID OUT OF ORDER ON THE AGENDA. LEN HOWARD SECONDED THE MOTION. THE MOTION CARRIED.

 

CEMETERY TREE BIDS-Chris Howe

Chris Howe stated that because of the expansion to the North Cemetery trees needed to be planted and the Tyler Cemetery had eight trees that died and needed to be replaced. The Cemetery committee requested to use their funds for these expenses.  Mike Ball stated that the bid process is exempt in the case of normal maintenance expenditures less than $2500.00.

 

LYNDA STARORYPINSKI MADE THE MOTION TO APPROVE THE CEMETERY COMMITTEE TO USE FUNDS FOR TREE WORK TO BE DONE AT THE NORTH CEMETERY AND THE TYLER CEMETERY. LEN HOWARD SECONDED THE MOTION. THE MOTION CARRIED.

 

ALICE J.BROOKS FUND-Chris Howe

 

LYNDA STARORYPINSKI MADE THE MOTION TO GO INTO EXECUTIVE SESSION WITH CHRIS HOWE ON A PERSONNEL MATTER, WHICH THE DISCLOSURE OF AT THIS TIME MAY BE DETRIMENTAL TO THE TOWN AND/OR THE INDIVIDUALS INVOLVED. LEN HOWARD SECONDED THE MOTION. THE MOTION CARRIED.

 

Mike Ball stated that the board entered into executive session at 6:18 and came out at 6:28 and no action was taken.

 

LYNDA STARORYPINSKI MADE THE MOTION TO APPROVE CHRIS HOWE TO WORK WITH CINDY AND OR SALLY FOR THE DISTRIBUTION OF FUNDS FROM THE ALICE J. BROOKS FUND IN THE AMOUNT OF $3867.63 LEN HOWARD SECONDED THE MOTION. THE MOTION CARRIED.

 

The board thanked Chris.

 

LYNDA STARORYPINSKI MADE THE MOTION TO GO BACK ON THE AGENDA TO PUBLIC COMMENT. LEN HOWARD SECONDED THE MOTION. THE MOTION CARRIED.

 

PUBLIC COMMENT-

Mike Ball stated that the Public Service Board is going to hold a public hearing on the petition for Vermont Yankee Act 248 permit for the proposed new fence project to be installed on the West side of the owner controlled property.  The hearing will be held on Monday July 13, 2009 at 7:00 PM and the Vernon Elementary School Cafeteria. Persons wishing to submit comments as to whether the petition raises an issue in regards to respect to the criteria of Section 248 must file there comments with the Public Service Board on or before July 24, 2009.   With on further comment the board moved on.

 

BILLS AND WARRANTS-

No bills and warrants at this time. The board had signed the bills and warrants on July 1, 2009

 

LYNDA STARORYPINSKI MADE THE MOTION TO RATIFY THE BILLS AND WARRANTS THAT WERE PRESENTED TO THE BOARD AT THE JULY 1, 2009 MEETING WITH THREE MEMBERS PRESENT TO SIGN. ROBERT MILLER SECONDED THE MOTION. THE MOTION CARRIED.

 

LYNDA STARORYPINSKI MADE THE MOTION TO TAKE DAVID ANDREWS OUT OF ORDER ON THE AGENDA. LEN HOWARD SECONDED THE MOTION. THE MOTION CARRIED.

 

DAVID ANDREWS-FIRE DEPARTMENT

            Two Way Radio/Narrowband Project

David Andrews stated that he requested to come before the board to give an update and to make a request. David stated that at the 2008 Town Meeting an article was presented and passed to purpose funds of $35,000.00 for the narrowband radio project for the Fire Department. David stated that the Federal Communication Commission mandated that all two-way communications convert to a narrowband signal.  The mandatory change must be accomplished by January 13, 2013 deadline. Due to the large number of applications being submitted to the FCC Vermont Communications recommends that the process begin as soon as possible. The Fire Department currently has a pot of money in the amount of $35,000.00 for a project that they are trying to accomplish and they know that it is going to cost more than the $35,000.00. David stated with that the department has formed a committee to come up with a logical plan and how to proceed with this project. The Department knows what they want to purchase and it’s only a matter of how much they can stretch their funds.  David conveyed that the Vermont Communications has a grant program that they have applied for and that the grant appears to be in order of being funded.  The grant request is for 80% that would be added to the 20% that is the $35,000.00.  New equipment would include mobile units, portable units and pagers along with the base station of communication. The replacement of equipment would be a long process doing a piece at a time. David stated that the department has researched vendors that will be able to provide this equipment. The preferred sole vendor of the commercial brand Motorola equipment would come from the Southwestern New Hampshire District Fire Mutual Aid therefore David stated that he would like the board waive the bid process and approve the sole preferred vendor. David stated that they have a time-line that by late August the department will know what they have to spend. The ordering of radios will start in September continuing into winter. Lynda asked David what happens if you don’t receive the grant. David replied that they will have to work with what funds that they have. An example of the cost of a portable radio could be $800.00 to $1500.00 depending on the features. Mike Ball stated that the Town of Vernon bid policy wavier of bids is that the Vernon Selectboard may wave the bid process or approve a sole or dual source solicitation for major expenditures when they deem it to be in the best interest of the town. Sole source solicitation should be reviewed to determine that the price offered is fair and that only one manufacturer supplier of the item to be purchased.

 

LEN HOWARD MADE THE MOTION TO DO A SOLE SOURCE WITH SOUTHWESTERN New Hampshire DISTRICT FIRE MUTUAL AID. ROBERT MILLER SECONDED THE MOTION. THE MOTION CARRIED.

 

LEN HOWARD MADE THE MOTION TO USE UP TO $35,000.00 AND ANY GRANT MONEY THAT COMES IN FOR THIS PROJECT FOR NARROWBAND RADIOS. LYNDA STARORYPINSKI SECONDED THE MOTION. THE MOTION CARRIED.

 

The board thanked David.

 

Cusick Fund –Sandy Harris

Sandy stated that 32 students have applied for the Cusick Fund and that Mike Hebert, Mike Ball and Sandy had gone over the list and had approved it that afternoon.

The board thanked Sandy.

 

TOWN ATTORNEY-Richard Coutant

 

LYNDA STARORYPINSKI MADE THE MOTION TO GO INTO EXECUTIVE SESSION WITH RICHARD COUTANT ON A CONTRACUAL MATTER, WHICH THE DISCLOSURE OF AT THIS TIME MAY BE DETRIMENTAL TO THE TOWN AND/OR THE INDIVIDUALS INVOLVED. LEN HOWARD SECONDED THE MOTION. THE MOTION CARRIED.

 

Mike Ball stated that the board entered into executive session at 6:53 and came out at 8:07 and no action was taken.

 

LEN HOWARD MADE THE MOTION TO TAKE OUT OF ORDER NEW/UNFINISHED BUSINESS WITH MR CONDON. ROBERT MILLER SECONDED THE MOTION. THE MOTION CARRIED.

 

Mr. Condon presented the selectboard with a copy of the application of the Act 250 permit. Mike Ball signed off that the board received the permit.

 

ROAD DEPARTMENT-David Walker

Canopy Bid- David Walker received three bids for the construction of the fuel pump canopy. David’s recommendation is to go with Renaud Brothers for the sum of $29,650.00.

 

LEN HOWARD MADE THE MOTION TO ACCEPT THE BID FROM RENAUD BROTHERS FOR THE CONSTRUCTION OF THE FUEL PUMP CANOPY FOR THE SUM OF $29650.00. ROBERT MILLER SECONDED THE MOTION. THE MOTION CARRIED.

 

Paving Bid- David Walker stated that he received one bid but put the bids out to several vendors.  The bid was for $66755.00 by Allstate.

 

LEN HOWARD MADE THE MOTION TO ACCEPT ALLSTATE BID OF $66755.00 FOR STEBBINS ROAD. ROBERT MILLER SECONDED THE MOTION. THE MOTION CARRIED.

           

Crack sealing-   David Walker sent two vendors the bids for Stebbins Road for crack sealing and only one bidder in the area replied. For the sum of $4850.00 Tri-State will do the sealing.

 

LEN HOWARD MADE THE MOTION TO ACCEPT THE BID FOR CRACK SEALING OF STEBBINS ROAD IN THE AMOUNT OF $4850.00 BY ALLSTATE.  ROBERT MILLER SECONDED THE MOTION. THE MOTION CARRIED.

 

Truck Bid- Mike Ball stated that board had a chance to look over the specifications. Mike Ball had three comments

1.      Emergency Lighting Package.  Was this the most updated package or required DOT standards? Mike Ball stated that David should verify that the levels of needs are covered.

2.      Stainless Steel Material. Is this standard steel and is that what you get?

3.      All the places where the vendor needs to provide detail should be highlighted consistently through the document.

Mike Ball stated that the specifications are very well detailed.

 

LEN HOWARD MADE THE MOTION TO ALLOW DAVID TO START THE PROCESS TO USE THE SPECIFICATIONS PROVIDED THAT THE AXLES AND GEAR RATIOS ARE FINALIZED ALONG WITH THE LIGHTING PACKAGE AND TO PUT IN THE SPECIFICATIONS ON THE WARRANTY BIDDER WHERE NEEDED. ROBERT MILLER SECONDED THE MOTION. THE MOTION CARRIED.

 

David Walker will provide the selectboard secretary the specifications when they are finalized.

 

David Walker stated that if he can go by the personnel policies he would like to hire within in-house for the job vacancy.  Mike Ball stated that the job should be posted for five days internally. David Walker stated that he has a recommendation for hire that is currently part time. Mike Ball asked if the hire has seen the job description and can perform the duties. David Walker stated yes and what was the rate of pay. The grid is not completed as yet therefore it was decided to leave the rate of pay for 40 hours.

 

LYNDA STARORYPINSKI MADE THE MOTION TO ACCEPT THE RECOMMENDATION TO HIRE STANLEY SAGE AS A FULL TIME FORTY HOURS EMPLOYEE FOR THE HIGHWAY MAINTENANCE DEPARTMENT AT THE SAME RATE OF PAY THAT HE IS CURRENTLY RECEIVING.  ROBERT MILLER SECONDED THE MOTION.  3 AYES, 1 SUBSTAINED. THE MOTION CARRIED.

 

The board thanked David.

                                                                       

NEW/UNFINISHED BUSINESS

Update on Town Picnic- The board would like the committee to give the board an update on the picnic in August.

 

Verizon- 

LEN HOWARD MADE THE MOTION TOAPPROVE THE APPLICATION AND TO ALLOW MIKE BALL TO SIGN ANY DOCUMENTS THAT VERIZON MAY NEED FOR CHANGES TO AN EXITING TELECOMMUNICATIONS ANTENNA. ROBERT MILLER SECONDED THE MOTION. THE MOTION CARRIED.

 

Len Howard asked if the board has received any bids on the EOC bus. The closing is July 17th for all bids. The board secretary will place the ad in the Brattleboro Reformer.

 

Town Plan- Mike Ball stated that on the next meeting to have Jim Matteau of Windham Regional Commission regarding the Town Plan.

 

            Verecs System-

It was the consensus of the board to table this to another meeting.

 

            Comcast- The board decided it would be best to have a special meeting to discuss Comcast line extensions.

It was the consensus of the board to table this to another meeting.

 

Mike Ball received a request from Mike Coughlin to rollover vacation time of 71.8 hours.  

ROBERT MILLER MADE A MOTION TO AUTHORIZE SALLY TO LET MIKE COUGHLIN ROLLOVER HIS VACATION TIME OF 71.8 HOURS. LEN HOWARD SECONDED THE MOTION. THE MOTION CARRIED.

 

It was the consensus of the board that this is extremely rare case because of the position that Mike Coughlin was put in.

 

ROBERT MILLER MADE THE MOTION TO ALLOW MIKE COUGHLIN TO START THE INTERVIEW PROCESS AND TO REPORT BACK TO THE BOARD WITH HIS RECOMMENDATIONS. LEN SECONDED THE MOTION. THE MOTION CARRIED.

           

MEDIA-

No media present.

 

len howard made the motion to adjourn.  lynda starorypinski seconded the motion. THE motion carried.

 

 Adjourned @8:50 PM.

NEXT MEETING WILL BE, July 20, 2009 @ 6:30 pm.

 

Respectfully submitted by ________________

Elaine Howard

 

Return to Selectboard Homepage