Selectboard
Selectboard Meeting Minutes
October 18, 2023
Virtual Via GoToMeeting
Attending: Karen Cruise (KC), Robert Cumming (RC), Phil Gott (PG), Town Administrator Sherry Patch (SP)
Call to Order
Meeting called to order at 3:00 PM
Approval of Minutes
KC moved to approve the minutes of 9/27/2023 as amended. RC 2nd. Voted 3-0.
KC moved to approve the minutes of 10/4/2023. RC 2nd. Voted 3-0.
Approval of Treasury Report Warrant #8
KC move to approve Treasury Warrant #8 as follows:
Payroll: $125,175.98
Accounts Payable: $570,459.00
Light Department: $114,359.95
Total: $809,994.93
RC 2nd. Voted 3-0.
Public Comment
None
Appointments
KC moved to appoint Louise Russell Bowen to the position of Assistant to the Town Administrator. Term expires 6/30/2024. RC 2nd. Voted 3-0.
Agricultural Commission
KC moved to appoint Susan Connell to the position of Alternate Agricultural Commission member. Term expires 6/30/2024. RC 2nd. Voted 3-0.
KC moved to appoint Diana Markley to the Agricultural Commission. Term expires on 6/30/2025. RC 2nd. Voted 3-0.
KC moved to appoint Lisa Rozzo to the position of Alternate Agricultural Commission member. Term expires 6/30/2024. RC 2nd. Voted 3-0.
KC moved to re-appoint Lar Greene to the Board of Health. Term expires on 6/30/2026.RC 2nd. Voted 3-0.
PG noted that Susan Connell is also interested in the Ecotourism Committee. KC advised that it is acceptable for her to serve on both committees.
Constables
KC moved to appoint Paul Patriarca to the position of Constable. Term expires on 6/30/2024. RC 2nd. Voted 3-0.
KC moved to appoint Ricky Thebeau to the position of Constable. Term expires on 6/30/2024. RC 2nd. Voted 3-0.
New Business
KC moved to extend the Post Office Place Lease for Space and to authorize the Town Administrator to sign the renewal agreement. RC 2nd. Voted 3-0.
KC moved to approve the contract between the Town and Eric Kinsherf CPA for Town Accountant services through 6/30/2025 and to authorize the Town Administrator to execute the contract documents. RC 2nd. Voted 3-0.
KC advised that she has been working on updating the website. The board discussed inactive boards, committees. More information is needed on the role of the Road Advisory Committee and if it is still needed. KC advised that Ben and Sherry have taken on a lot of the responsibilities that the Road Advisory Committee performed in past such as grant writing. Ben also workers with Matt Granger on construction projects.
KC moved to approve the Cemetery Deed for Robert and Kathleen Anderson, 34 Stagecoach Rd. RC 2nd. Voted 3-0.
KC moved to approve the Cemetery Deed for David Bassett, 403 Ball Hill Rd. RC 2nd.
Voted 3-0.
Correspondence/Communications
The board acknowledged receipt of the following email correspondence from Timothy Corcoran dated 10/12/202. Corey Burnham Howard dated 10/11/2023, and Tom Murray, Waste Management regarding landfill odors.
Old Business
The board discussed adding additional Board of Health Members. In the past, alternate member Diana Markley expressed interest in becoming a full member. However, no action was taken as no other applications were received. RC advised that the Board of Health was opposed to adding more members in the past. PG stated that if the charter is for five members we should try to fill the vacancies. KC expressed concern that minutes of the Board of Health meetings are not posted to the website in a timely manner, and that this matter has been brought up several times in the past. KC would like to advertise existing vacancies and will withhold advertising for Board of Health members. RC would like to seek input from the Board of Health on adding members.
KC moved to accept the Drone gift to the Police Department. RC noted that the drone will be of value to the department. KC advised that her questions regarding the drone have been answered. RC 2nd. Voted 3-0.
The board will post information on how to report odors from Westminster Landfill on the Board of Health page. PG suggested a separate tab on the home page. KC will look into this. The board acknowledged Corey Burnham Howard’s work on putting information together for residents regarding the odor issues.
Bid Awards
KC moved to award the bid for FY 25 Salt for Snow and Ice Operations to Mid-American Salt (Primary) Delivered $65.69 per Ton, Pickup $65.00 per ton. and to award the Secondary Bid to Morton Salt at $65.96 per Ton delivered, $65.00 per ton pickup. RC 2nd. Voted 3-0.
KC moved to extend the FY 25 Sand for Snow and Ice Operations contract to Onyx Corporation at $12.15 per yard screened sand (pick up) and $17.90 per yard delivered. RC 2nd
Grant Opportunities and Status of Existing Grants
SP advised that we received notice that we did not receive the Rural Small Town Grant. We applied for $500,000 for the Final Design Construction bid documents for the Public Safety Building. The grant for Phase II of the Master Plan ($100,000) was not funded either. SP has requested a debriefing session to learn more about why funding was not approved.
The Police Department received a $15,958.00 Municipal Road Safety Grant. Funding provides for click-it-or ticket, bike safety (helmets), speeding, crosswalk safety.
Town Administrator Reports
SP attended the WRSD Town Growth and Facilities Task Force meeting on October 17th at the District Office. The group is working with administration to look at future growth and school facilities. The group has reviewed proposals from the Collins Center and NESDEC and recently reached out to CMRPC to discuss their participation in collaborating with the Task Force on data collection, analysis and community engagement. The group discussed a phased approach to the project with phase I being data collection and phase II a facilities study that is based on data collection and community input. We also discussed potential grant funding to pay for the studies through the Community Compact Best Practices and Efficiency and Regionalization grant programs.
SP advised that she attended a meeting last week with representatives from MEMA/FEMA, Chief Bennett, Ben Metcalf to discuss the procedure for filing for potential funding for flood damage that occurred on September 11, 2023. We must meet certain thresholds in order to get federal funding. For Worcester County the amount is $3M and statewide the amount is $12M. We have submitted all invoices and documentation for Princeton. We applied for and received a waiver from DCAMM from bidding and received DOR approval to spend in excess of appropriation for storm damage up to $200,000. In the event that the Town does not receive federal funding, we will have to absorb the costs. The estimated cost is between $150,000 and $200,000.
Selectboard Reports
PG advised that he received the quarterly reports form the Fire Chief and Police Chief. He will schedule a meeting to discuss metrics again soon. PG has asked them for feedback on what they think we should be looking at for further discussion. KC will send the edited to Flag Policy document to SP for review and edits from RC And PG. Edits to be sent to SP. Mechanics Hall RFP for updating and edits should also be sent to SP.
Adjournment
KC moved to adjourn. RC 2nd. Voted 3-0.
The meeting was adjourned at 3:50 PM.
Respectfully submitted,
Sherry Patch
Town Administrator