OFFICE OF THE SELECTBOARD
Town of Halifax, Vermont
REGULAR MEETING MINUTES
July 2, 2013
Call to Order
The meeting was called to order at 6:30 pm. Board members in attendance were Edee Edwards, Lewis Sumner and Earl Holtz (Holtz via conference call). Others in attendance were Margo Avakian, Brad Rafus, Jessica Bruno, Tim Putnam, Bill Moore, George Squires, Earl Bowen (Zoar Sand & Gravel), Brian Siano (Lane Construction), Fred Cheney (Lane Construction), Steve Brozo, and Patty Dow.
Approval of Minutes
Sumner moved to accept the minutes of the June 18, 2013 regular meeting as amended. Edwards seconded the motion, which passed 3-0-0.
Holtz moved to accept the minutes of the June 19, 2013 special meeting as written. Sumner seconded the motion, which passed 2-0-1 (Edwards abstained).
Sumner moved to accept the minutes of the June 24, 2013 emergency meeting as written. Holtz seconded the motion, which passed 3-0-0.
Sumner moved to accept the minutes of the June 26, 2013am special meeting as written. Edwards seconded the motion, which passed 3-0-0.
Edwards moved to accept the minutes of the June 26, 2013pm special meeting as written. Holtz seconded the motion, which passed 2-0-1 (Sumner abstained).
Bids for Paving- Green River Rd
Springfield Paving (EME Management, Inc.), Springfield, VT- asphalt $71.66 per ton plus 2 foot shoulder $9850.
Whitcomb Construction Co, Walpole, NH- asphalt $72.83 per ton plus 2 foot shoulder $3675 for a total of $166,287.84.
Lane Construction, Northfield, MA- asphalt $71.00 per ton with shoulder included, for a total of $147,680.
Edwards made a motion to accept the lowest bid from Lane Construction, Northfield, MA for asphalt including a 2 ft shoulder for $147,680.00. Sumner seconded the motion, which passed 3-0-0.
Bids for replacement and installation of guardrails for two bridges
Neil H Daniels, Ascutney, VT- for bridge #13 Green River Rd lump sum $38,625, and bridge #15 Branch Rd $104,375.
Edwards made a motion that due to unanticipated cost, the Selectboard will postpone awarding the bid for bridge guardrails and review at a later time. Sumner seconded the motion, which passed 3-0-0.
Bids for Sand, Ditch Stone, and Crushed Stone
(Winter sand 4000 cy, ditch stone 300 cy, crushed stone 700 cy)
Mitchell Sand & Gravel, Winchester, NH-
9/16 Winter Sand FOB 4000 cy $8.00/cy for a total of $32,000
Ditch stone 300 cy at $14.63/cy- $4389
Crushed stone FOB at $14.63/cy- $10,241.
Zoar Stone & Gravel, Charlemont, MA-
Winter sand- 9.00/cy $36,000
Ditch stone $17.00/cy $5100
Crushed stone $16.00/cy $11,200
Zaluzny Excavating, Vernon, VT-
Winter sand $8.00/cy $32,000
Ditch stone $13.00/cy $3,900
Crushed stone $15.00/cy $10,500
Cersossimo Industries, Brattleboro, VT
Winter sand $7.50/cy $30,000 Chesterfield pit
Ditch stone $17.50/cy $5,250
Crushed quarry stone $16.50/cy $11,550 Bemis pit
Crushed gravel stone $12.50/cy $8,750 Evans pit
Travis Bristol, Dummerston, VT
Ditch stone $16.00/cy $4,800- Halifax pit.
Sumner made a motion to accept the bids from Cersossimo Industries, Brattleboro, VT for 4000 cy of winter sand at $7.50/cy $30,000 from the Chesterfield NH pit, and 700cy crushed stone from the Evans pit at $12.50/cy $8,750. Edwards seconded the motion, which passed 3-0-0.
Sumner made a motion to accept the bid for 300cy ditch stone from Zaluzny Excavating, Vernon, VT for $13.00/cy $3,900 from the Vernon pit. Edwards seconded the motion, which passed 3-0-0.
Wheeler Road Washout Concerns
George Squires expressed his concern regarding the condition of Wheeler Rd. He would like the highway dept to come out and assess the road and make repairs. His property has a gutter due to washouts and the gravel has not been replaced. Rafus mentioned that a culvert is needed to run along the three driveway entrances, which would eliminate the washouts. Culverts are the responsibility of the property owner. A site visit with the homeowner, Selectboard, and road crew is scheduled for Monday July 8, 2013 at 9am.
Community Block Development Grant Disaster Recovery Letter of Intent
Edwards reported that there are additional statewide grants available but a letter of intent is required by 7/3/13. The Selectboard discussed potential projects that they could use this grant money for which included:
Disaster recovery planning
Possible buyout of property GRR3112 due to environmental concerns
Edwards noted that there is a 25% match requirement.
Edwards made a motion to put in letter of intent for debris removal, disaster recovery planning, and possible buyout of property GRR3112 due to environmental concerns. Holtz seconded the motion, which passed 3-0-0.
Highway Orders- Procedural Change
The Selectboard, Rafus, and Dow discussed the procedure for the approval and processing of highway orders. There were concerns about paying bills late due to short payment terms as well as concerns that some of the Selectboard members do not get to review the bills as frequently as they would like, as they do not require three signatures.
Edwards made a motion to have an additional regular meeting on Mondays at 1:00pm on the 2nd, 4th, and 5th weeks of the month to review and sign highway orders. Holtz seconded the motion, which passed 3-0-0.
Selectboard Quarterly Priorities
This topic is on hold until the next meeting.
Hearing of Visitors
Bill Moore presented a contract to the Selectboard for Storm Petrol, LLC to continue FEMA related paperwork.
Edwards made a motion to renew the contract with Storm Petrol, LLC for the current fiscal year to work on FEMA reimbursement projects. Sumner seconded the motion, which passed 3-0-0.
Edwards made a motion to send $3,513 for the last quarter ambulance service to Deerfield Valley Rescue instead of WASI given that service changed for the town of Halifax. Sumner seconded the motion, which passed 3-0-0.
Dow presented a bill to the Selectboard for FY13 payroll taxes.
Rafus inquired if any steps could be taken regarding the roof issue at the town garage. Rafus was authorized to contact 2-3 roofing contractors in order to get estimates on repairing the issues.
Rafus inquired whether the fuel tank and containment chamber is still in the works for this summer. Edwards replied that yes, it was budgeted, and can be started.
Rafus and the Selectboard discussed moving it down to the salt shed and putting a roof on it there. The Selectboard agreed that by the salt shed is the most appropriate place to move it.
Rafus noted that the culvert on Pennel Hill Rd is plugged and it needs to be opened up. This is the culvert with repeated beaver issues. The Selectboard authorized the highway department to open the culvert on Pennel Hill Rd due to water issues. The State will help put up a barrier when the new culvert goes in.
Rafus received the purchase order to rent the mower for roadside mowing, which is scheduled for the first week in September. Andrew Rockwell agreed to mow for his same per hour charge as last year which is capped at 37.5 hours ($1900). He can start mid-July.
Rafus noted that Caterpillar makes a mower that goes on our excavator, which has a cost of about $15,000.
Dow had called Caterpillar regarding their current lease on the excavator. We were going to pay off the remaining 2 years this fiscal year, but it turns out that there are actually 3 years left. The lease continues through FY16 and there is approx $61k left. The Selectboard decided to just pay it regularly and have a discussion about it at the end of the fiscal year to determine what that budgeted money should be used for. It was also noted that there is a prepayment penalty of about $1,700.
Edwards noted that she received a financial update from Christina Moore. There are a number of projects waiting for final closeout totaling about $535k. Reed Hill, Deer Park, Hale Rd, and Deer Park temporary bridge all have extensions.
Holtz reported that work is continuing on Hale Rd bridge. The south wall is up and they are compacting the earth. Despite the weather, they are working toward the 45-day schedule. Holtz also noted that SVE has been there a few times performing construction oversight.
Old County North Bridge Extensions and Overruns
Edwards sent letters out to six property owners yesterday and told them they can contact any member of the Selectboard. She asked for comments by 7/16.
Edwards also noted that the bridge building grant still says the work needs to be done by 6/30/14 but she called John Alexander and he will have it fixed to say 6/30/15.
There is a special meeting regarding the EOC location on 7/11/13 at 6:30pm
Edwards made a motion to update their contract with Windham County Humane Society to align with our fiscal year. Sumner seconded the motion, which passed 3-0-0.
The Selectboard will ask for a 6-month indicator if prices will go up on the contract and an addendum to the contract was made.
Holtz left the conference call at 8:40pm.
The mail was reviewed and appropriately filed.
Edwards received communication from a citizen regarding the dog that was surrendered to the animal shelter. She expressed her disappointment that the Selectboard did not try to talk to her and she feels they only listened to one side of the story. She insisted that the dog was a stray.
Selectmen’s Order to Town Treasurer for bill payment
The order for payment of bills was completed and signed.
The meeting was adjourned at 9:30 pm.