TOWN OF FAIRLEE, VERMONT
SELECTBOARD MEETING MINUTES
MINUTES OF THE SPECIAL SELECTBOARD MEETING, December 20, 2007
7:00 p.m. Call to Order.
Present: Selectboard members – Jay Barrett, Ken Gulick, Grover Boutin; Administrative Assistant – Debbie Messer; Dan Ludwig.
Town Plan Discussion.
Dan spoke to the Board as a result of the Planning Commission’s meeting last evening. At that meeting some wording was changed but content is essentially the same. Dan reported that only 5 people attended last night’s public hearing on the proposed Town Plan.
The Board is also in receipt of a letter from the Planning Commission that recommends that the Town Plan not be pushed through for a Town Meeting Day vote. Jay asked about the feelings of the planning commission members. Dan stated that with the way the plan came into existence, not everyone has seen the before maps and the reason for the new zoning designations and changes haven’t been explained. Too many residents have yet to see the proposed plan and would not be available for a March vote. The Selectboard decided not to push for a vote in March and asked to be put on the Planning Commission meeting agenda on January 3, 2008.
Dan left the meeting at 8:20 p.m.
Town Hall Renovation.
Jay will present the renovation plan on February 18th.
Next meeting.
Monday, January 7, 2008 at 7:00 p.m.
8:45 p.m. Meeting Adjourned.
Attest: ___________________
Debbie Messer
Administrative Assistant to the Selectboard
MINUTES OF THE SELECTBOARD MEETING, December 3, 2007 APPROVED
7:00 p.m. Call to Order.
Present: Selectboard members – Jay Barrett, Ken Gulick, Grover Boutin; Administrative Assistant – Debbie Messer; Town Clerk – Georgette Wolf-Ludwig; Treasurer – Lisa Hinsley; Zoning Adm. – Tracy Thurston; Ray Coffin III, of 3rd Level Solutions; Greg McGrath; Barry Larson; and Paul Sargent.
Minutes of November 19, 2007 were approved as written.
Selectboard Town Plan Discussion.
The Board wanted to take the opportunity to talk to each other about the proposed version of the Town Plan. Grover likes the plan as written with only a few edit suggestions. Jay also approves of the plan and would send it to the voters with minor editorial changes. Ken said that as a farmer likes the Town Plan draft, but as a Selectman he doesn't think it's as pro-business as it should be. He would like to see more industrial opportunities than are proposed, especially to the north and south of town. Jay added that he sees a definite balance between business and retirement community in the proposed plan. He also wondered that given the current national economical trend, empty commercial space both in Fairlee and surrounding communities, does Fairlee need more? In response to Kens’ concern about the Route 5 corridor, Jay answered that relative to other Ct. River towns there are no 6 mile long industrial zones. Grover added that he feels that the Selectboard, knowing how much the Planning Commission has accomplished in a short time, should support the document.
According to Don, the Planning Commission is split re: the Town Plan draft. The PC has scheduled a hearing on December 19th. The Selectboard will need to meet 30 days after that date. Don asked the Board to meet around December 20 to accept any changes made as a result of the PC meeting on the 19th. Grover made a motion to hold a special Selectboard meeting on December 20. Jay seconded. Vote: 3-0 in favor.
Milfoil.
Greg McGrath presented an update on the Milfoil treatment of Lake Morey and the application process for year 2008. He asked the Board to appoint an authorized signer for the application as soon as it is ready. Greg was asked to let Debbie know when the application needed to be signed. Once the application is sent, the DEC will take up to 3 months to make a decision. The hope is that the treatment will be in May this year to maximize effectiveness and minimize impact to lake residents and resort community. The plan is to schedule a hearing early spring 2008. The treatment of choice is Renovate flake for strip treatment versus large bed. If the DEC does not approve the treatment in May we will re-address other option in late June.
Access Permits.
Paul Saladino Access: Paul Sargent has applied for an access on behalf of Paul Saladino. The property is located on the North end of Lake Morey and is complicated by serious wetland issues. The Board asked Sargent to contact the U.S. Army Corps. of Engineers, who had ordered the work to cease and that is the last communication the Selectboard Office has on file. He will need permission in writing from them before we are able to continue the access application process. Gramling Access: Incomplete permit application(s) have been received for 3 accesses to his properties on the Maurice Roberts Memorial Highway. These are complicated by nature of their location and view to traffic. Both of these access permits are being looked at by the Lister’s and Zoning. Malcolm and Debbie will look at after the proposed accesses are staked.
Emergency Building Exhaust Evacuation.
Barry presented 2 system estimates. Jay asked what is driving this project. Debbie was asked to investigate further. To be addressed at a later date.
Technology Plan & Update.
Ray presented a plan for 2008. Future departmental needs were addressed. Lengthy discussion about how to budget current and future needs. Jay stated that he feels we must be prepared for and not respond to emergent needs in a knee jerk way as has been in the past. He suggested that staff meet with Ray to answer any lingering issues for 2007 and questions regarding the proposed 5 year plan. Jay asked Grover, Debbie and Lisa to firm up the Technology Budget by the December 10th budget work session for review.
Town Hall Renovation.
There is no longer any real way to piece by piece things in the Town Hall without one step affecting something else. The building is structurally in good condition. He asked for input from the staff. Georgette said that she hoped that the Board would put finishing the renovation before the voters and let the residents of Fairlee decide. She spoke of the lack of space and the overcrowding, especially in the Town Clerk’s office. We need to address annual maintenance if the renovation bond passes. Jay asked Debbie to work back from February 1st, 2008 to establish renovation hearing date in January.
Other Business.
Jay made a motion for Selectboard to meet again on a weekly basis every Monday at 7pm beginning in January 2008. Grover seconded. Vote: 3-0 in favor.
The Board accepted a letter from the Trust for Public Land asking for Board support in principal for the Brushwood Community Forest. After review, Jay and Grover signed the letter. Ken declined to sign and again spoke of his dissatisfaction with the proposal.
Next meeting- Monday, December 10th budget work session at 6:00 pm in the Town Hall.
Town and Payroll Orders signed.
9:35 p.m. Meeting Adjourned.
Attest: __________________Debbie Messer
Administrative Assistant to the Selectboard
MINUTES OF THE SELECTBOARD MEETING, November 5, 2007 APPROVED
7:00 p.m. CALL TO ORDER. PRESENT: Selectboard members – Jay Barrett, Ken Gulick, Grover Boutin, Administrative Assistant – Debbie Messer, Jim O’Donnell, Terry Lewis, Peter Lange, Lance Colby, Barry Larson, Ernest Sargent, Paul Sargent, Don Davenport, Lee Marsh, Reg Cramer, Tracy Thurston, Jim Harris, Cicely Richardson.
Minutes of October 22, 2007 were approved as written.
FOLLOW UP ITEMS
Railroad Station – Reg Cramer of Cramer Electric presented an estimate for installing electrical service at the Railroad Station. The Selectboard’s goal is to get that building in safe and sound condition for seasonal use. Questions to be addressed include: Are there any grant monies available; should we review the terms and wording of the current lease agreement option; Is there any way to recoup the expense of upgrading; and finally, the Board asked Reg to look at installation options (i.e. overhead vs. underground). It was decided that the Board will investigate the options when presented, come to an agreement with Cramer Electric, in the hope that this project could be done in early spring 2008. Grover also asked Reg to look at the fluorescent lighting in the Town Hall offices. Some are in need of repair or replacement. He agreed to look at them as soon as he could.
Brushwood Community Forest – The Forest Board came to the meeting at the invitation of Ken Gulick to give their input on the Brushwood Community Forest’s proposal. Jim O’Donnell asked about access to the Fairlee Town Forest by residents through restricted land owned by W. Fairlee. Peter Lange wondered if the anticipation of any real value from timber sales was realistic. Is the forestry harvesting as aggressive by county foresters versus private? He also thought that it would be much easier for Fairlee to manage the Forest if we received the land from W. Fairlee. Jim Harris voiced his concern and skepticism of the Brushwood Community Forest. It was agreed that the Forest Board, Selectboard and any interested persons would meet again after W. Fairlee gets a grant decision sometime in December. The Selectboard thanked Jim O’Donnell and his “crew” for cleaning up the overgrowth around the railroad station.
Advisor to the Water Commissioners – Ernest Sargent, Paul Sargent, Lance Colby and Barry Larson were present to follow-up on recent conversation for the need for an Advisory board to the Water Commissioners. After consideration, they had decided that what that group envisioned as being the most productive would be for one appointee to take the lead role. Grover made a motion to disband the previous water advisory. Jay seconded. Vote: 3-0 in favor. Jay then made a motion to appoint Ernest as Advisor to the Water Commissioners. Ken seconded. Vote: 3-0 in favor.
Town Hall Renovation – Jay has received some final numbers from Estes & Gallup for completing the necessary renovations to the Town Hall. He opened discussion with a historical overview of what has taken place up until this point. For quite some time we have continued to chip away at improvements. At this time, however, it is becoming clear that next steps will affect several aspects because of the scope of work that still needs to be done. Also, having a large impact on options is construction costs. There is evidence that given the current rate of inflation, building costs continue to rise between 3-6% per year. The preliminary quote is between $950,000.00 and $1 Million. If we were to take a bond it is anticipated that we could do the complete renovation without a hard hit to the tax rate. Jay asked Debbie to talk to Lisa and get some figures showing what a bond for this project over a 20-30 year period would in actuality look like versus continuing for years at the current expenditure. What would our bonding ability be if we do a bond for the renovation and when do current bonds expire.
OTHER BUSINESS
Two Rivers-Ottauquechee Regional Commission Alternate– Grover resigned as alternate to TRORC. Don Davenport asked that the Selectboard appoint Larry Gatto as alternate. Ken asked if we had to fill that vacancy? What happens if we ultimately decide to leave TRORC? Don answered that we have to have representation within TRORC and he would not give his approval to leaving us open to that. Grover made a motion to appoint Larry Gatto as the alternate to TRORC. Jay seconded. Vote: 3-0 in favor. Don then gave the Board a copy of Chapters 1-3 of the proposed Town Plan for their review. The consensus of the Selectboard is that it is hoped that this plan be more reflective of Fairlee.
The Selectboard Meeting scheduled for Monday, December 31, 2007 has been cancelled due to the holiday.
Selectboard Office Equipment – The Selectboard unanimously approved the purchase of a printer/copier for the Selectboard Office as the current equipment is broken and can not be repaired.
In process of establishing an updated Personnel Policy and Selectboard Succession Plan, part of what we are developing is a procedure for job performance evaluations. Grover was asked to act on behalf of the entire Board in any and all Human Resources issues. He handed out a suggested draft evaluation form for Board/Employee input which was well received by the rest of the Board. After review and approval it would be added to the Personnel Policy. The Selectboard agreed that the best time of year for performance reviews is February.
EXECUTIVE SESSION
The Board entered into Executive Session at 9:50 p.m.
The Board exited Executive Session at 10:10 p.m.
NEXT MEETING AGENDA – Executive Session
TOWN AND PAYROLL ORDERS SIGNED.
10:15 p.m. Meeting Adjourned.
Attest: ___________________
Debbie Messer
Administrative Assistant to the Selectboard
MINUTES OF THE SELECTBOARD MEETING, November 5, 2007 APPROVED
7:00 p.m. CALL TO ORDER. PRESENT: Selectboard members – Jay Barrett, Ken Gulick, Grover Boutin, Administrative Assistant – Debbie Messer, Jim O’Donnell, Terry Lewis, Peter Lange, Lance Colby, Barry Larson, Ernest Sargent, Paul Sargent, Don Davenport, Lee Marsh, Reg Cramer, Tracy Thurston, Jim Harris, Cicely Richardson.
Minutes of October 22, 2007 were approved as written.
FOLLOW UP ITEMS
Railroad Station – Reg Cramer of Cramer Electric presented an estimate for installing electrical service at the Railroad Station. The Selectboard’s goal is to get that building in safe and sound condition for seasonal use. Questions to be addressed include: Are there any grant monies available; should we review the terms and wording of the current lease agreement option; Is there any way to recoup the expense of upgrading; and finally, the Board asked Reg to look at installation options (i.e. overhead vs. underground). It was decided that the Board will investigate the options when presented, come to an agreement with Cramer Electric, in the hope that this project could be done in early spring 2008. Grover also asked Reg to look at the fluorescent lighting in the Town Hall offices. Some are in need of repair or replacement. He agreed to look at them as soon as he could.
Brushwood Community Forest – The Forest Board came to the meeting at the invitation of Ken Gulick to give their input on the Brushwood Community Forest’s proposal. Jim O’Donnell asked about access to the Fairlee Town Forest by residents through restricted land owned by W. Fairlee. Peter Lange wondered if the anticipation of any real value from timber sales was realistic. Is the forestry harvesting as aggressive by county foresters versus private? He also thought that it would be much easier for Fairlee to manage the Forest if we received the land from W. Fairlee. Jim Harris voiced his concern and skepticism of the Brushwood Community Forest. It was agreed that the Forest Board, Selectboard and any interested persons would meet again after W. Fairlee gets a grant decision sometime in December. The Selectboard thanked Jim O’Donnell and his “crew” for cleaning up the overgrowth around the railroad station.
Advisor to the Water Commissioners – Ernest Sargent, Paul Sargent, Lance Colby and Barry Larson were present to follow-up on recent conversation for the need for an Advisory board to the Water Commissioners. After consideration, they had decided that what that group envisioned as being the most productive would be for one appointee to take the lead role. Grover made a motion to disband the previous water advisory. Jay seconded. Vote: 3-0 in favor. Jay then made a motion to appoint Ernest as Advisor to the Water Commissioners. Ken seconded. Vote: 3-0 in favor.
Town Hall Renovation – Jay has received some final numbers from Estes & Gallup for completing the necessary renovations to the Town Hall. He opened discussion with a historical overview of what has taken place up until this point. For quite some time we have continued to chip away at improvements. At this time, however, it is becoming clear that next steps will affect several aspects because of the scope of work that still needs to be done. Also, having a large impact on options is construction costs. There is evidence that given the current rate of inflation, building costs continue to rise between 3-6% per year. The preliminary quote is between $950,000.00 and $1 Million. If we were to take a bond it is anticipated that we could do the complete renovation without a hard hit to the tax rate. Jay asked Debbie to talk to Lisa and get some figures showing what a bond for this project over a 20-30 year period would in actuality look like versus continuing for years at the current expenditure. What would our bonding ability be if we do a bond for the renovation and when do current bonds expire.
OTHER BUSINESS
Two Rivers-Ottauquechee Regional Commission Alternate– Grover resigned as alternate to TRORC. Don Davenport asked that the Selectboard appoint Larry Gatto as alternate. Ken asked if we had to fill that vacancy? What happens if we ultimately decide to leave TRORC? Don answered that we have to have representation within TRORC and he would not give his approval to leaving us open to that. Grover made a motion to appoint Larry Gatto as the alternate to TRORC. Jay seconded. Vote: 3-0 in favor. Don then gave the Board a copy of Chapters 1-3 of the proposed Town Plan for their review. The consensus of the Selectboard is that it is hoped that this plan be more reflective of Fairlee.
The Selectboard Meeting scheduled for Monday, December 31, 2007 has been cancelled due to the holiday.
Selectboard Office Equipment – The Selectboard unanimously approved the purchase of a printer/copier for the Selectboard Office as the current equipment is broken and can not be repaired.
In process of establishing an updated Personnel Policy and Selectboard Succession Plan, part of what we are developing is a procedure for job performance evaluations. Grover was asked to act on behalf of the entire Board in any and all Human Resources issues. He handed out a suggested draft evaluation form for Board/Employee input which was well received by the rest of the Board. After review and approval it would be added to the Personnel Policy. The Selectboard agreed that the best time of year for performance reviews is February.
EXECUTIVE SESSION
The Board entered into Executive Session at 9:50 p.m.
The Board exited Executive Session at 10:10 p.m.
NEXT MEETING AGENDA – Executive Session
TOWN AND PAYROLL ORDERS SIGNED.
10:15 p.m. Meeting Adjourned.
Attest: ___________________
Debbie Messer
Administrative Assistant to the Selectboard