Selectboard Minutes Archive

Unapproved Minutes

Braintree Selectboard Meeting

May 7, 2013

Present:

David Atkinson, Selectboard Member                                                          Janice Thresher, Resident

Loren Bent, Selectboard Member                                                                      Brian Jones, Resident

Tim Caulfield, Selectboard Chair                                                                                   Nancy Davoll,

Linda Doane, Selectboard Member                                Chair of the Emergency Response Committee

Paul Kendall, Selectboard Member                                            Christine and Terry Damm, Residents

                                                                                                                     Walter Palmer, Resident              Holly Jarvis, Administrative Assistant

                                                                                                      Jeff Masterson, Highway Foreman

Mr. Caulfield called the meeting to order at 6:02 pm.

On motion of Mr. Kendall, seconded by Mr. Caulfield, the board unanimously approved the minutes of April 16, 2013.

On motion of Mr. Kendall, seconded by Mr. Atkinson, the board unanimously approved the minutes of April 30, 2013, as corrected.

Guests

·        Ms. Davoll talked to the board about the Pre-Hazard Mitigation Plan. The Emergency Response Committee has been working with Sam and Emma from Two Rivers Ottauquechee Regional Commission to update the plan. Ms. Davoll had provided the board with some of the paper work. The main item discussed was whether the town wants to get involved in bank stabilization to protect private property. It was agreed that private property should be the owners responsibility and the town should not get involved unless the bank stabilization is necessary to protect the roads. It was also noted that a guardrail along route 12A to protect the town’s diesel fuel tank was in the old plan, but one has not been installed. The board asked Mr. Masterson to consider the guardrail when determining what budgetary requests to ask for in the next fiscal budget (FY15).

Citizens’ Comments

·        Christine and Terry Damm of Bent Hill asked if the town could do something about their neighbors burning trash on Bent Hill Road. Mr. Bent will look into it as Assistant Fire Warden.

·        The Damm’s also asked if the town was aware of the condition of the bridge by their house on Bent Hill Road. The town is aware of it. A hydraulic study has been requested and the town is planning to request a state grant to fix it.

Reports

• Highway Report:
  • The board reviewed the information, provided by Mr. Masterson about the options with the purchase of a backhoe. The backhoe that Mr. Masterson recommended was the 420F IT Caterpillar. On motion of Mr. Kendall, seconded by Mr. Atkinson, the board unanimously approved the purchase of the 420F IT Caterpillar for $104,000 with an extended warranty of $6,000. Mr. Masterson advised that there was $115,000 budgeted for the purchase of the backhoe, and there wasn’t money budgeted for maintenance of the piece of equipment. He asked if the difference between the budget and the purchase price could be used for maintenance. On motion of Mr. Atkinson, seconded by Mr. Caulfield, the board unanimously approved moving the $5,000 to the maintenance line for the backhoe.
  • Green up day is done. The crew picked up about 30 green bags, and have about 100 tires, and the dumpster is just about full.
  • MSHA (Miner Safety Health Association) training and flagger training is done. One of the things we learned is that MSHA/OSHA can show up at anytime and if someone is in the pit who has not had proper training the town can be fined. Mr. Jones asked if that means he needs to stay out. It does.

Old Business

·        We have not heard about the FEMA Hazard Mitigation Grant Program – 2044 Thayer Brook Road Appeal.

·        No action needed for the Town Hall repairs.

·        Mr. Bent has called the town attorney about the deed modification for the Radio Repeater siting.

·        Mr. Caulfield talked to the property owners of the Deyette House. They are planning to tear down the house. It will take time because they are doing it themselves.

•  
  • On motion of Mr. Kendall, seconded by Mr. Atkinson, the board unanimously approved asking the Planning Commission to look at and make an assessment as to how many buildings might be affected by a derelict building ordinance, and the potential costs to the town.
• Mr. Kendall provided the board with an update about the Capital Budget Planning; he has met with a number of committees, and officials.

·        Mr. Masterson is not ready to provide suggested rates for the Rochester Hollow plowing yet. It was tabled.

·        Mr. Kendall has reviewed the rental policy and procedures for the rental of the Town Hall. He had a couple of editorial changes. This item is complete.

·        The board tabled the Conflict of Interest Statement for Trustee of Public Funds, the Financial Policy # 8 – Redux, and reporting of Public Funds.

·        The board approved and signed the Delegation of Authority for FY14.

New Business

·        The bids were opened and reviewed for engineering of the Upper Lemery Bridge.

•  
  • The bids were tabled as opened; there were two of them; one was from Lefavour P.C. for a maximum of $27,000 and the other one was Dubois & King for $49,000. They were both quite a lot higher than what FEMA had allowed for. We will check with Mary Andes, at the State, before accepting the lowest bid, or going out to bid again.

·        The board decided to divide the packets of payment orders so that every board member would review some but not all of the checks.

·        On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board approved AoT’s Annual Financial Plan.  

Other Business

• Ms. Doane brought up a concern about the Fire Warden’s availability. He has had health issues for a number of years now. Mr. Bent will talk to Jay Lackey at the State.

The Executive session to discuss personnel reviews for Ms. Jarvis and Mr. Masterson was tabled.

On motion of Mr. Atkinson, seconded by Mr. Kendall, the board unanimously approved the payment orders.

On motion Ms. Doane, second Mr. Atkinson, the board unanimously adjourned the meeting. Adjournment was at 7:52pm

Respectfully submitted,

Holly Jarvis, Administrative Assistant

Approved Minutes

Braintree Selectboard Meeting

April 30, 2013

Present:

Tim Caulfield, Selectboard Chair                                                                      Wayne Bushey, Bidder

David Atkinson, Selectboard Member                                            Jeff Masterson, Highway Foreman

Loren Bent, Selectboard Member                                               Holly Jarvis, Administrative Assistant

Linda Doane, Selectboard Member                                         Jessie Brassard, Treasurer/Town Clerk

Paul Kendal, Selectboard Member

Mr. Caulfield called the meeting to order at 5:55 pm

The board reviewed the two bids for the generator for the garage and office. The two bids are from Bushey’s Generator Sales & Service for $6,800.00 and Brook Field Service is for $8,966.60. The generators are identical. Bushey’s bid is only good until May 7^th, because it includes a special deal from Kohler. This would mean purchasing the generator in the current budget year when it is budgeted for the year that starts on July 1^st.  The special deal reduces the cost by $700. Bushy is willing to accept 25% now and 75% soon after July 1^st. The generator could be installed after July 1^st, causing the additional cost of the needed electrical work and fuel setup to be incurred in the correct budget year.

On motion of Mr. Atkinson, seconded Mr. Caulfield, the board approved purchasing the generator from Bushey’s Generator Sales & Services with the stipulations discussed of the down payment now, with the remainder paid soon after July 1^st. Ms. Doane abstained, the other board members voted in favor. The motion carried.

Adjournment was at 6:10 pm.

Respectfully submitted,

Holly Jarvis, Administrative Assistant

Approved Minutes

Braintree Selectboard Meeting

April 16, 2013

Present:

Loren Bent, Selectboard Member                                                                      Brian Jones, Resident

David Atkinson, Selectboard Member                                                          Janice Thresher, Resident

Linda Doane, Selectboard Member                                                                Walter Palmer, Resident

Tim Caulfield, Selectboard Chair                                                             Sherry Tabor, Health Officer

Paul Kendall, Selectboard Member                                                 Jeff Masterson, Highway Foreman

                                                                                                   Holly Jarvis, Administrative Assistant 

                                                           Patrick McLaughlin, Fire Prevention Officer Div. of Fire Safety

                                                          Jessie Brassard, Town Clerk/Treasurer/Trustee of Public Funds

Mr. Caulfield called the meeting to order at 6:00 pm.

Approve Minutes

·        On motion of Mr. Caulfield, seconded by Ms. Doane, the board voted unanimously to approve the minutes of April 2, 2013 as corrected.

Citizens’ Comments

• Ms. Brassard advised that Bobbie Hislop wanted the Town notified that a couple children are riding in a battery operated toy car on Mobile Acres Road in Mobile Acres Trailer Park.
• Mr. Caulfield advised that Mr. Brassard, the Constable, talked to the parents of the children who were riding their bicycles on the sand pile. He had also visited the Kavanaugh’s house about their dogs, but the Kavanaugh’s were not at home. He will follow up with them in the next couple of weeks.

Guests:

• Mr. McLaughlin is the Fire Prevention Officer from the Division of Fire Safety. He came to talk with the board about what he can do about the safety concerns with the old hotel in East Braintree. The first step is to contact the landowner. Mr. McLaughlin will notify Charles Bent of his intent to inspect the property, and go from there.
• Mr. Caulfield explained the background behind the concerns with the Deyette house. It was noted that Mr. McLaughlin does not have jurisdiction over single family housing. Mr. Caulfield is looking into what authority the Town has with respect to structures like this one. Once he understands the town’s options a meeting will be set up with the landowners, neighbors, Health Officer, and Selectboard, at the site.

Reports

• Highway Report
  • Mr. Masterson reminded the board about the Hockman Hill Road Grant. The project was put out to bid last year. Dean Salls was the contractor selected. The board approved the start of the work.
  • Mr. Masterson advised that the Town Roads and Bridge Standards, approved by the Board, require that when ditches are cleaned, grass seed and mulch are applied to stabilize them. There is no money budgeted to purchase the grass seed and mulch. The discussion was tabled until the next meeting.
  • Mr. Masterson asked about the budget for gravel to be put down on the roads. It was tabled until the next meeting.
  • Mr. Masterson advised that the first step toward getting Riford Brook Road and Thayer Brook Road reclassified to class 2 roads, is to have a traffic count done. The State is willing to do it. On motion of Mr. Atkinson, seconded by Ms. Doane, the board unanimously approved requesting a traffic count from the State.
  • Mr. Masterson showed the board pictures of a mud slide on Bent Hill road. To shore up the side of the road with riprap, he estimated it will cost $19,200. The board asked him to fix it temporarily, and bring it back up at the beginning of the next fiscal year in July.
  • Mr. Masterson advised that old rail bridge on Bent Hill Road will need some work in the future.
  • Mr. Masterson told the board that the lights in the garage currently cost $1,025 a year to operate and changing the lights to T5’s should save the Town $698 a year. One option for changing the lights will cost $457. Mr. Masterson will look into another option.
  • The process of getting ready to install the generator and the new furnace is coming well and looks like it might come in under budget.
  • Mr. Masterson advised that the school buses are currently parked on the leech field for town buildings. Mr. Atkinson will look into other parking options.
  • Mr. Masterson advised that a few vandalized signs were retrieved. The crew is going to try to straighten them back out and put them up.
  • Mr. Masterson advised that he would like to purchase a plasma cutter, which is used for working with metal. A repair on one of the trucks cost $1,500. The crew could have done it themselves with a plasma cutter. The other two trucks will need the same repair in the coming years and the crew would use a plasma cutter for many other repairs. Fisher Auto Parts is willing to let the town purchase it this year and pay for half of it now and the other half in the following fiscal year. There is money in the small tools line to do this. On motion of Ms. Doane, seconded by Mr. Caulfield, the board unanimously approved the purchase of the plasma cutter.  
• Treasurer Report
  • The board reviewed the financials. They asked Ms. Brassard to insert the budget numbers into the income side of the budget in QuickBooks. Ms. Brassard will look into the “current tax” line, and the “other income and expenses” lines.

Old Business

·        The town is still waiting to hear about the FEMA Hazard Mitigation Grant Program – 2044 Thayer Brook Road Appeal.

·        There is no new information about the Town Hall repairs – permits. Ms. Doane requested that a dry fire suppressant system be looked into.

·        There is no new information about the Radio Repeater.

·        The board reviewed the contract with the railroad about the old gravel pit crossing. On motion of Mr. Caulfield, second by Ms. Doane, the board unanimously voted to give the Railroad a ninety day notice and stop paying for the crossing.

·        On motion of Mr. Kendall, seconded by Ms. Doane, the board unanimously approved allowing the State to look into what can be done through the 2013 High Risk Rural Roads Program for Peth Road.

·        Mr. Atkinson advised that he and the road crew had discussed the time sheets. They are proposing that the crew forward Mr. Bent the log sheets which explain what the crew has been doing. Mr. Bent advised that that wouldn’t be necessary.

New Business

·        The billing rates for plowing and sanding were tabled until the next meeting. Mr. Masterson will propose new rates at that meeting.

·        On motion of Mr. Atkinson, seconded by Mr. Caulfield, the board unanimously decided to decline biding on the winter maintenance for Granville’s Handly Road.

·        The board tabled the review of the payment order process.

·        Mr. Kendall explained to the board how the Planning Commission is going to handle creating the Capital Budget Plan. They plan to talk to all the town boards, committees, and officials, to collect a list of all the possible town needs. The Planning Commission will review the list, taking into consideration the Town Plan to determine which projects should be in the capital plan, and then collect all the needed information on those projects.  

·        The board briefly discussed if the town has a Facilities Rental Policy. It was tabled until the next meeting. Mr. Kendall will look into it more.

·        The board discussed the timing for personnel reviews. During budgeting last fall employee pay increases for the beginning of the upcoming fiscal year were approved. It has been about a year since personnel reviews were done. On motion of Mr. Atkinson, seconded by Ms. Doane, the board unanimously approved completing the personnel reviews by June 1, 2013. From the discussion, the board decided that it would be better to budget a specific increase in salaries overall, and then after personnel reviews, in the spring, to approve individual pay raises at the beginning of the new fiscal year. That is the plan for the 2014-15 fiscal year.  

·        Mr. Caulfield will try to find acceptable draft wording for a Conflict of Interest Statement for Trustee of Public Funds.

·        The schedule for quarterly reports on the management of public funds, was briefly discussed, and then the board moved onto the discussion about the Financial Policy #8. This was a question about who should adopt a policy of this type. The Selectboard had, but the last line of the policy says that it is the Trustee of Public Funds who adopts it. It was also reconsidered whether the town really needs a policy of this type. It was tabled until the next meeting.

·        The office copier is in need of replacement. On motion of Mr. Caulfield, seconded by Ms. Doane, the board unanimously approved purchasing the MP 2352 copier from Magee’s with the purchase price of $2,740 with a service and supply contract at $.0089 per copy.

·        The board reviewed and signed the Certification of Compliance for Town Road and Bridge Standards.

·        On motion of Mr. Caulfield, seconded by Ms. Doane, the board reviewed and unanimously approved the Basic Emergency Operation Plan, with the updated contact information.

·        The Delegation of Authority for FY14, was tabled, so that a question about insurance coverage of volunteers could be investigated.

·        On motion of Mr. Bent, seconded by Ms. Doane, the board unanimously approved the purchase of the requested office supplies.

Other Business

·        The board briefly discussed Green-Up Day. Mandy Garvin is planning to coordinate it. The board approved using a dumpster again this year.

On motion of Mr. Caulfield, seconded by Mr. Bent, the board approved payment orders (Bent, Caulfield, and Kendall voted in favor).

On motion of Mr. Caulfield, second by Mr. Bent, the board adjourned the meeting. (Bent, Caulfield, and Kendall voted in favor) Adjournment was at 9:03 pm.

Respectfully Submitted,

Holly Jarvis, Administrative Assistant

Approved Minutes

Braintree Selectboard Meeting

April 2, 2013

Present:

Tim Caulfield, Selectboard Chair                                                                  Janice Thresher, Resident

Loren Bent, Selectboard Member                                                                     Walt Palmer, Resident

David Atkinson, Selectboard Member                                                                 Julia Haupt, Resident

Linda Doane, Selectboard Member                                                                    Brian Jones, Resident

Paul Kendall, Selectboard Member                                                 Jeff Masterson, Highway Foreman

                                                                                               Jessie Brassard, Treasurer/Town Clerk

                                                                                                   Holly Jarvis, Administrative Assistant 

Mr. Caulfield called the meeting to order at 6:00 pm.

Approve Minutes

• During the discussion about approval of the March 21, 2013 minutes the wording of the approval of March 7^th minutes was changed to “On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously approved the minutes of March 7, 2013 as corrected.” On motion Mr. Kendall, seconded Ms. Doane, the board unanimously approved the minutes of March 21, 2013, as corrected.

Citizens’ Comments

• Ms. Haupt suggested that someone should learn how to generate payroll, so there would be a back-up person to take care of it if Ms. Jarvis is on vacation or is sick. Ms. Thresher was willing to be trained. On motion of Mr. Atkinson, seconded by Mr. Caulfield, the board unanimously approved training Ms. Thresher and Ms. Julie Bowen (if she is willing) to generate payroll.
• The progress of the FEMA paper work was discussed. On motion of Mr. Atkinson, seconded by Mr. Kendall, the board unanimously approved setting May 1^st as the deadline to get the current round of paper work to Mary Andes.

Reports

• Highway Report: Replacing missing road signs will be first on the agenda after mud season is done. The status of reverting the railroad crossing to the old gravel pit back to the landowners was discussed. The railroad is saying that a form needs to be filled out and a thousand dollar fee paid (by the landowners). This doesn’t seem right. Ms. Jarvis has requested a copy of the crossing agreement. The town will wait and see what it says before acting.

Old Business

·        The board is waiting to hear about the FEMA Hazard Mitigation Grant Program – 2044 Thayer Brook Road Appeal.

·        Mr. Caulfield had learned that the Town would need either to complete a Division of Fire Safety Construction Permit or put in a sprinkler system above the newly installed boiler in the Town Hall. It was tabled until the next meeting to learn more about the positives and negatives of both options.

·        On motion of Mr. Caulfield, seconded by Mr. Kendall, the board unanimously approved the Administrative Assistant’s job description as amended. During the discussion Mr. Kendall noted that the job description should be reviewed again after the board has considered whether the Town should change to a Town Administrator form of government.

·        The board reviewed the information provided by VLCT about the duties of a Road Commissioner. They want the Highway Foreman to continue managing the roads and to be directly responsible to them. On motion of Mr. Caulfield, seconded by Ms. Doane, the board voted in favor of Mr. Atkinson being the lead board member with Mr. Bent being the backup for the highway related issues. (Mr. Kendall abstained, the other board members voted in favor.)

·        Audit recommendations

i)        On recommendation of Sullivan, Powers & Co., by motion of Mr. Caulfield, seconded by Mr. Atkinson, the Selectboard unanimously approved the policy that all town employees will review and sign the personnel policies of the town at the beginning of the fiscal year, and at the same time, they will consider and document any conflicts of interest, which they may have.

ii)      On recommendation of Sullivan, Powers & Co., by motion of Mr. Kendall, seconded by Mr. Caulfield, the Selectboard will require the department head who has initiated a purchase to review, code, and sign the invoice approving its payment.  

New Business

• Mr. Atkinson advised that he believes the board should keep track of how long an item has been on the agenda under old business. He is concerned because of how long the Deyette House has been on the agenda under old business. The board agreed that the date that an item is added under old business should be indicated after the item on the agenda.
• The board reviewed Financial Policy Section 7: the Investment Policy. The board discussed the need for this policy because the Town does not currently have any extra funds to invest. On motion of Mr. Kendall, seconded by Mr. Caulfield, the board unanimously approved the Investment Policy as written. This decision was reached so that if the Town every has money to invest the parameters to do so will already be in place.
• The board reviewed the Financial Policy Section 8: Trustees of Public Funds Investment Policy. The chair pointed out that Cemetery Funds are statutorily the responsibly of the Trustee of Public Funds. It was noted during review of the policy that the statute seems to say that there should be three Trusties of Public Funds but that Braintree has always had one. Mr. Caulfield had checked with VLCT to see if that is ok and it is. On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously approved the Section 8: Trustees of Public Funds Investment Policy.
• The board reviewed the packet of information about the 2013 High Risk Rural Roads Program. Peth Road has been selected as a project location. On motion of Mr. Caulfield, seconded by Ms. Doane, the board approved tabling the discussion until the next meeting to find out more about the proposed project.
• The board reviewed the TRORC memo: FY’15 Projects Prioritization.  No action was needed.
• The board started to review Brookfield’s Time sheets. It was tabled until Mr. Masterson could discuss it with the board (he had been called out to remove a tree from the road).
• The board discussed the Dry Hydrant Grant. Three owners of ponds were mentioned who may be interested in having a dry hydrant installed on their property. The Emergency Response Committee will look into the possible locations. Two of the locations are fairly close to existing hydrants, and the third is in a challenging location. The areas that really need more coverage are the Thayer Brook/Riford Brook loop, and the Brainstorm/Peth/Farnsworth section of town.
• On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously approved changing the Emergency Management Director´s appointed term to match the term of the delegation of authority, which has a fiscal year term.  

Other Business

• Mr. Kendall asked about the draft audit letter he had seen earlier in the week. Mr. Caulfield has signed it on behalf of the Selectboard because the deadline to get it back to the auditors was before this meeting.
• The board considered Brookfield’s timesheet. A new timesheet has just been agreed on so there was some hesitancy in changing again. Some elements of it may be helpful. Mr. Atkinson will work with the highway crew to come up with a suggestion for the board.
• On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously approved Mr. Moyer as the town’s representative to the Stage Coach.
• The board considered the state of the “Old Hotel” in Snowsville. It is believed that it had been condemned a number of years before by a state agency. Mr. Atkinson will look into it to see what he can find out.
• The internet service committee received back more than 70 (of 440) surveys, and more than half of all the people who took the surveys said that they would be willing to have a cell tower on their property.
• Mr. Bent advised that he has found someone who will come to Braintree and provide flagger training and MESHA training for free.

On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously approved the payment orders.

On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously adjourned the meeting at 8:47 pm.

Respectfully submitted,

Holly Jarvis, Administrative Assistant

Job Description: Braintree Administrative Assistant

The Braintree Administrative Assistant serves and reports to two arms of the Braintree Town Government, the Selectboard/Town and the Highway Department. The Administrative Assistant’s effort is split approximately 50%/50% between these two operations, but flexes as work demands require. The job is defined as 35 hours per week, but overtime may be required with prior approval.

The responsibilities supplied to each organization are as follows:

Selectboard/Town:

·        Accurately enter payroll and all expense-side QuickBooks, generate checks, generate payment orders, keep track of accumulated time off that QuickBooks won’t track

·        Accurately record, transcribe and complete minutes for Selectboard meetings

·        Coordinate Selectboard Agenda

·        Respond to Selectboard requests for information and data

·        Coordinate renewal of insurance policies and organizational dues (i.e., health, buildings, LTD, VLCT, etc.)

·        Keep track of Selectboard records, grants, and other projects.

·        Post notices for Selectboard meetings as required

·        Research questions as requested by Selectboard

·        Carry out and track miscellaneous projects as requested by Selectboard

·        Annually, coordinate Town Report

·        Order office supplies as needed

·        Cleaning and keeping town offices in order.

Highway:

·        Accurately enter payroll and bills, generate checks, and generate payment orders.

·        Grants – Keep track of all paperwork and records, and Rochester for plowing and sanding

·        Billing to schools for diesel fuel

·        Write letters as requested

·        Help with ads in newspapers

·        Miscellaneous billing as needed

Supervision:

The Selectboard Chair serves as supervisor for the Town/Selectboard business and the Highway Foreman acts as supervisor for highway business.

Agreed Selectboard Responsibility Split
4/2/13

·        Highway Dept.: David as lead, with Loren as back-up.

·        Town Administrator analysis:  Linda as lead, with Paul as back-up.

·        Capital Planning and Budgeting:  Paul as lead, with David as back-up.

·        Capital Project Implementation/Coordination (e.g., generator, repeater, backhoe, etc.): Loren as lead, with Paul as back-up.

·        Grant evaluation:  Tim as lead, with Linda as back-up.

Approved Minutes

Braintree Selectboard Meeting

March 21, 2013

Present:

Tim Caulfield, Selectboard Chair                                                                        Brian Jones, Resident

David Atkinson, Selectboard Member                                                               Tom Cooch, Resident

Linda Doane, Selectboard Member                                                              Janice Thresher, Resident

Loren Bent, Selectboard Member                                                                       Julie Haupt, Resident

                                                                                               Jessie Brassard, Town Clerk/Treasurer

                                                                                                      Jeff Masterson, Highway Foreman

                                                                                                   Holly Jarvis, Administrative Assistant

Absent: Paul Kendall, Selectboard Member

Mr. Caulfield called the meeting to order at 6:00 pm.

1)      Approve Minutes

·        On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously approved the minutes of March 7, 2013 as amended. A couple more amendments were suggested. On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously approved changing the already approved minutes of March 7, 2013 to included the additional amendments. 

2)      Citizens’ Comments - none.

3)      Reports

• Highway Report. Mr. Masterson referred to a pamphlet of training provided by the Vermont Association of General Contractors. He wondered which trainings the board would like him or the other crewmembers to attend. The board left it to him to review and choose, as long as the training costs stays under budgeted amount.  
• Treasurer Report. Ms. Brassard wanted to make sure that Mr. Masterson, Ms. Jarvis and herself are all aware of the paperwork that is needed when contractors do work for the Town. There are four forms which may be needed: a W-9 form for all contractors; a Non-employment Work Agreement for unincorporated businesses; proof of Workers Comp. Insurance if the contractor has employees, and proof of Liability Insurance.

a)      The Town Auditors suggested that the financial reports that the Selectboard reviews each month should be  a reconciled report for the prior period . Ms. Brassard has been giving the board a report that provides budgeted numbers and actual expenses through the point in the current month when the report is created. This is due to the way Quick Books creates reports. The board discussed the changed report and several of the selectboard expressed a preference that the report display percentage of the total budget. Mr. Caulfield, Mr. Cooch and Ms. Brassard will work on creating a report that will provide the board the information they want and meet the recommendation of the auditors. The board reviewed the financials. On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously approved billing Rochester monthly, as long as the Town of Rochester is agreeable to the switch.

4)      Old Business

·        We are still waiting to hear about the results of the appeal of the FEMA Hazard Mitigation Grant Program – 2044 Thayer Brook Road.

·        Town Hall repairs: the furnace replacement and the modine heater installation have been completed. There will be an additional permit fee of $50.00 because Mr. Skarrow has been informed that a licensed electrician needs to inspect the wiring.

·        The meeting to discuss the Deyette House has not yet been set-up.

·        The board reviewed the Admin Assistant Job Description. On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board approved tabling it until the next meeting.

·        The board took another look at the “agreed responsibilities”. On motion of Mr. Caulfield, second by Ms. Doane, the board unanimously approved appointing Mr. Atkinson as the vice-chair of the board. Mr. Atkinson advised that he would be much more interested in being the lead board member on highway issues rather than grant funding. On motion of Mr. Caulfield, seconded by Ms. Doane, the board unanimously approved changing the lead person on grants to Mr. Caulfield from Ms. Doane, and changed the back-up person to Ms. Doane from Mr. Atkinson. Mr. Bent suggested that the board may want to appoint the lead board member for highway issues as Road Commissioner. The duties of a Road Commissioner are defined in Vermont Statues. Mr. Atkinson will find out what those duties are and present what he learns to the board at the next meeting.

·        The board reviewed the draft of the committee reporting frequency that Mr. Caulfield presented to them. Mr. Caulfield will contact the boards to set up the schedule. Ms. Doane will talk to the DRB/PC to see if they would like her to be their representative since she is on both boards.

5)      New Business

• The board reviewed the Financial Policy: Investment. On motion of Mr. Atkinson, seconded by Ms. Doane, the Selectboard unanimously approve tabling the policy until the next meeting.
• Audit recommendations: On motion of Mr. Caulfield, seconded by Mr. Bent, the board unanimously approved tabling the discussion until the next meeting. The board asked that Ms. Jarvis and Ms. Brassard  prepare suggested language for the motions needed to follow the recommendations of the auditors.

6)      Other Business

·        On motion of Mr. Caulfield, seconded by Ms. Doane, the board unanimously approved sending Mr. Atkinson and Mr. Bent to the Selectboard Institute II even though the budget line to which the expense will be posted is already over budget.

7)      On motion of Mr. Caulfield, seconded by Ms. Doane, the board unanimously approved the payment orders.  

8)      On motion of Mr. Caulfield, seconded by Ms. Doane, the board unanimously approved adjourning the meeting. Adjournment was at 7:58 pm.

Respectfully submitted,

Holly Jarvis, Administrative Assistant

Approved Minutes

Braintree Selectboard Meeting

March 07, 2013

Present:

Tim Caulfield, Selectboard Chair                                                                         Julia Haupt, Resident

David Atkinson, Selectboard Member                                                                Brian Jones, Resident

Loren Bent, Selectboard Member                                                                     Walt Palmer, Resident

Linda Doane, Selectboard Member                                           Jessie Brassard, Town Clerk/Treasurer

Paul Kendall, Selectboard Member                                             Holly Jarvis, Administrative Assistant

Mr. Caulfield called the meeting to order at 6:00 pm.

On motion of Mr. Atkinson, seconded by Mr. Bent, the board appointed Mr. Caulfield as the Chair of the Selectboard (Atkinson, Bent, Doane, Kendall voted in favor, Caulfield abstained, motion carried). On motion of Mr. Kendall, seconded by Mr. Caulfield the board voted to appoint Linda Doane as the Vice Chair. (Caulfield, Atkinson, Bent, Kendall voted in favor, Doane abstained, motion carried).   

Mr. Caulfield and Mr. Kendall proposed assigning areas of responsibilities for the Selectboard members. They had prepared a list of some of the bigger project areas for this year with suggestions of which board members could take the lead the projects. The list and the ideas were discussed. On motion of Ms. Doane, seconded by Mr. Bent, the board unanimously approved splitting the projects as listed below.  

Highway Department: Mr. Caulfield as lead, Mr. Bent as back-up

Town Administrator analysis: Ms. Doane as lead, Mr. Kendall as back-up

Capital Planning and Budgeting: Mr. Kendall as lead, Mr. Atkinson as back-up

Grant evaluation: Ms. Doane as lead, Mr. Atkinson as back-up

Mr. Caulfield suggested that we re-start the process of working through and adopting the suggested Financial Policies. The board agreed and so did the Treasurer.

On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously approved keeping the normal Selectboard meetings on the first and third Tuesday of the month at 6:00 PM.  

On motion of Mr. Caulfield seconded by Mr. Atkinson the board unanimously approved the three posting places that have been used in the past (the bulletin boards at the Town Hall, Town Office, and Snowsville General Store), and to keep The Herald of Randolph the official  paper of record. 

On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously authorized Mr. Masterson to review and approvie the overweight permits.

Approve Minutes

• On motion of Mr. Caulfield, seconded by Mr. Atkinson, both voted in favor of approving the minutes of the February 19, 2013; the other board members abstained because they were not on the board at the time of that meeting.
• On motion of Mr. Caulfield, seconded by Mr. Atkinson, both voted in favor of approving the minutes of the February 25, 2013; the other board members abstained because they were not on the board at the time of that meeting.
• On motion of Mr. Caulfield, seconded by Mr. Atkinson, both voted in favor of approving the minutes of the March 4, 2013; the other board members abstained because they were not on the board at the time of that meeting.

Citizens’ Comments

• Ms. Haupt suggested the board should have someone as a backup person to sign the overweight permits. On motion of Mr. Kendall, seconded Mr. Caulfield, the board unanimously approved Mr. Caulfield and Mr. Bent to be back-up signers on the overweight permits.

Reports

• Treasurer Report: Ms. Brassard has looked into the expense lines, which appeared to be over budget for the Town Clerk and Treasurer salaries. The Treasurer line is just because of the how the pay periods had worked out. It will be correct at the end of the year. The Town Clerk salaries line is high because Ms. Stephen was paid out of that line (at an hourly rate) when she was acting clerk, before Ms. Brassard was appointed to the position.

Old Business

·        We are waiting to hear back about the FEMA Hazard Mitigation Grant Program – 2044 Thayer Brook Road appeal.

·        Mr. Caulfield explained to the new board members about the boiler and the Modine at the Town Hall.

·        The status of the Radio Repeater was explained.

·        On motion of Mr. Caulfield, seconded by Ms. Doane, the board unanimously approved the new roads and bridge standards as recommended by the State.

·        Mr. Caulfield explained to the new board members about the Deyette House and the need to arrange a meeting.

·        The board discussed the Mears' complaint. On motion of Mr. Caulfield, seconded by Mr. Bent, the board approved considering the discussion about the Mears' complaint complete, with no action needed.

New Business

• On motion of Mr. Caulfield, seconded byMr. Kendall, the board unanimously approved the appointments as listed.  (see attached list)
• The board reviewed the Administrative Assistant Job Description. It was tabled until the next meeting.

Other Business

• On motion of Mr. Kendall, seconded by Mr. Bent, the board unanimously approved Mr. Caulfield as the signer of the payment orders for payroll with Ms. Doane the back-up signer, at times where the payday and the Selectboard meetings are in opposite weeks.

On motion of Mr. Caulfield, seconded by Mr. Kendall, the board unanimously approved the payment orders.

On motion of Caulfield, the board unanimously approved adjournment at 7:51pm.

Respectful submitted,

Holly Jarvis, Administrative Assistant

Reappointment List 2013

Development Review Board

      Term Expires 2016................................................................................................. Nancy Gray

Planning Commission

      Term Expires 2016............................................................................................... Linda Doane 

Conservation Commission

      Term Expires 2017................................................................................................ Linda Morse

      Term Expires 2014........................................................ (Paul Kendall resigned) Megan O'Toole

E-911 Coordinator.................................................................................................. Preston Bristow   

Emergency Management Director................................................................................ Tuthill Doane

Fire Advisory Committee Representative...................................................................... Tuthill Doane

Stagecoach Transportation Services, Inc. Representative .......................................... Raymond Gray

Tree Warden............................................................................................................. Walter Palmer

Two Rivers Ottauquechee Regional Planning and

      Development Commission Representative............................................................. Mark Bannon

      Transportation Advisory Committee......................................................................... Bob Moyer

White River Valley Ambulance Representative....................................................................... vacant

Internet and Cell Service Committee.................................. (Tim Caulfield resigned) Peggy Hammond

      ........................................................................................................................... Jackson Evans

Town Service Officer................................................................................................ Jennifer Phipps

Approved Minutes

Braintree Selectboard Emergency Meeting

February 25, 2013

Present via a conference a call: Tim Caulfield, Selectboard Chair, Walter Palmer, Selectboard Member, David Atkinson, Selectboard Member.

Tim Caulfield called the meeting to order at ~4:30 PM on 2/25/13 and reported that Richard Skarrow had called him down to the Town Hall to show him that the existing boiler had evidence of past leakage and he was concerned about his work causing further leakage. In addition the tank that controls the pressure is not functioning. He said that if the boiler was under warranty the manufacture would only cover the block, and in most cases that would be depreciated, and by the time you install the new block it is more expensive than installing a new boiler. His experience is that it is better to just replace the entire boiler because then everything is new. The other advantage to that is that the new controls would make some of the work he was planning to do unnecessary because the new boilers come with those controls. Replacing the boiler would be about $3,700.

Walt Palmer moved that we replace the boiler. Tim Caulfield seconded. After a short discussion during which Walt Palmer informed the other Selectboard members that the existing boiler was at least 20 years old, the question was called and passed unanimously.

[Note: the day after the meeting, at Tim Caulfield’s request, Richard Skarrow reported that the total cost to replace the boiler, install the Modeen heater, and upgrade the system to safely allow drain down, would be $4,800. The original project was estimated to cost $1,700, and the boiler replacement alone was estimated at $3,700 this would have resulted in a cost of $5400. Thus combining the projects saved the Town $600.]

Tim Caulfield moved that the meeting be closed. Walt Palmer seconded. Motion passed unanimously.

Unapproved Minutes

Braintree Selectboard Meeting

                                       February 19, 2013                                      

Present:

Tim Caulfield, Selectboard Chair                                                                         Julia Haupt, Resident

David Atkinson, Selectboard Member                                                          Janice Thresher, Resident 

Walt Palmer, Selectboard Member                                                                    Loren Bent, Resident

Linda Morse, Chair of the Conservation Commission                                          Brian Jones, Resident

Jeff Masterson, Highway Foreman                                               Holly Jarvis, Administrative Assistant

Jessica Brassard, Town Clerk/Treasurer                                                                                            

Mr. Caulfield called the meeting to order at 6:00 pm.

On motion of Mr. Caulfield, seconded by Mr. Palmer, the board unanimously approved the Minutes from the February 5, 2013 Selectboard meeting, as corrected.

Citizens’ Comments

• Ms. Thresher asked why the “Statement of Taxes Raised FY2013” was included in the Town Report and not the one for FY2012, since the report is for FY2012. She also asked why it does not indicate the amount of taxes received. Ms. Brassard and Mr. Caulfield will set up a meeting with the Auditors to sort this out.

Reports

• Highway Report: Mr. Masterson researched the question from the last meeting about whether the town trucks need to be covered when spreading sand. They do not.
• Treasurer Report: the board reviewed the financials.
• The board reviewed the Disaster Response Committee’s questions.

On motion of Mr. Atkinson, seconded by Mr. Palmer, the board unanimously approved inviting the committee to a board meeting to discuses the questions.

On motion of Mr. Caulfield, seconded by Mr. Palmer, the board unanimously approved inviting them to the Pre-Town meeting.

• The Conservation Commission Chair came to ask permission to hand out a survey on Town Meeting Day. The purpose of the survey will be to gain insight into what residents think are the most important conservation activities for Braintree. On motion of Mr. Palmer, seconded by Mr. Atkinson the board voted unanimously agreeing to allow the Conservation Commission to survey the residents at Town Meeting.

Old Business

·        Braintree needs a White River Ambulance Service Representative.

·        We are waiting to hear back about the FEMA Hazard Mitigation Grant Program – 2044 Thayer Brook Road Appeal.

·        Town Hall repairs

i)        The board reviewed a brochure from “inclusion=solutions”. “Inclusion=solutions” is a company which specializes in handicap accessible retrofitting. The brochure talked about a grant that was available, but it was too late to apply for this year’s round of funding. The brochure will be passed along to the group which is fixing up the town hall to see if any of it is something they would like to try to do another year.

·        On motion of Mr. Caulfield, seconded by Mr. Palmer, the board approved the grant contract to create a capital plan (Mr. Caulfield and Mr. Palmer voted in favor, Mr. Atkinson voted against).

·        Ms. Markle is willing to have the Radio Repeater on her property. Mr. Gillies, the town attorney, will draft up an admended deed. Mr. Caulfield needs to get new quotes for the repeater.

New Business

• The Town Highway Grant Program applications and Annual Financial Plan was tabled until the next meeting.
• The memo: FY’ 15 Transportation Capital Projects Prioritization + High Risk Rural Roads, from Two Rivers Ottauquechee Regional Commission, was reviewed. Mr. Masterson and Mr. Caulfield will attended the meeting where this list will be discussed. A section of Peth Road in Braintree has been classified as a dangerous stretch of road, and therefore there may be funding to fix it.
• NRCS’s letter informing the town that they consider the grants finished and closed; the town agrees.
• The Hazard Mitigation Plan was given to Tut Doane, and the emergency response committee will work toward reviewing and revising it.

Other Business

On motion of Mr. Caulfield, seconded by Mr. Palmer, the board unanimously approved the payment orders.

On motion of Mr. Atkinson, seconded by Mr. Caulfield, the board adjourned the meeting at 7:20 pm.

Respectfully submitted,

Holly Jarvis, Administrative Assistant

Braintree Selectboard Meeting

January 24, 2013

Approved Minutes

Present:

David Atkinson, Selectboard Member                                                                Brian Jones, Resident

Tim Caulfield, Selectboard Chair                                                                         Julia Haupt, Resident

Walter Palmer, Selectboard Member                                              Jeff Masterson, Highway Foreman

                                                                                                   Holly Jarvis, Administrative Assistant

                                                                                                                Roland and Nancy Boucher

                                                                                                               Lillian and Wesson Maxham

Mr. Caulfield called the meeting to order at 6:00 pm.

Approve Minutes

·        On motion of Mr. Palmer, seconded by Mr. Caulfield, the board approved the minutes of January 8, 2013 as corrected.

·        On motion of Mr. Atkinson, seconded by Mr. Palmer, the board approved the minutes of January 19, 2013 as correct.

Citizens’ Comments-limited to 3-minutes per person with a 15-minute maximum.

·        Roland and Nancy Boucher and Lillian and Wesson Maxham brought in a petition advising the board that in there opinion Ms. Deyette’s old house is still dangerous, and that the work the current owners did, did not remedy the health hazard. See attached petition. A Selectboard meeting will be set up at the site with the Town Health Office, the landowners and the neighbors, to review the situation.

Report of town officials/committees

·        Highway report

o       Mr. Masterson would like to make a few changes with the overweight permits. They are as follows:

§         Require applicants to use Braintree’s overweight permits, not just generic ones.

§         Require applicants to sign the application acknowledging the stipulations of the permits.

§         Require applicants not to drive on the road until they receive an approved overweight permit from the Town. To make this work effectively the Selectboard agreed that one of them will stop in and approve the overweight permits. They will try to sign applications with in a day of the town receiving the applications.

§         The Road Forman should receive a copy of all permits that were issued and all that were turned down.

§         He also asked that penalties be included on the application, and he asked what those penalties are. That will have to be researched.

·        On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously approved requiring that truckers requesting an overweight permit not commence the requested operation until they have a copy of the approved overweight permit. Any research required before implementing the above changes will be done before the next normal board meeting and a draft of the revised permit will be presented.

o       Mr. Masterson presented the board with a draft Highway Department Workplace Policy, the board reviewed it, made some changes, and tabled it. It will be considered at the next normal board meeting.

o       Mr. Masterson advised that he met with the Conservation Commission Wednesday January 23rd to discuss managing scenic roads in Braintree. He advised that he and the Conservation Commission had a good working relationship.

o       Mr. Masterson presented a right-of-way policy to the board. On motion of Mr. Atkinson, seconded by Mr. Caulfield, the board unanimously approved the new right-of-way policy. It is as follows:

Town of Braintree’s policy on Mailboxes

within the Highway Right-Of-Way (25 feet from center of road way)

Occasionally mailboxes are damaged by snow plowing operations, mailbox buried in a snow bank or damaged with the weight of the snow.  Such damage is not deliberate and in most cases is unavoidable. Braintree Highway Dept. is not responsible for damage and does not re-erect boxes that are located within the highway right-of-way. These devices have location limits and are the responsibility of the property owner. Braintree Highway Dept. will work with the box owners for the safest location and offer advice on its design to minimize potential damage.

·        The board reviewed the financial statements.

Old business:

·        Status of filling appointments:

o       White River Ambulance Service Representative- not filled yet.

·        FEMA Hazard Mitigation Grant Program – 2044 Thayer Brook Road Appeal. Mr. Caulfield has the next round of paper work and will work with Mr. Perry to complete it.

·        Town Hall repairs

o       The board review and accepted Mr. Skarrow’s bid to install the modine heater and bring the boiler up to code at the Town Hall.

·        The Internet/Cell Service Committee met last Monday and are gathering information currently. They will be contacting the providers in this area to learn more about their plans and will be inserting a survey in the Town Report for people to fill out.

·        The Planning Commission and the Selectboard talked about the Municipal Planning Grant for creating a capital plan at their joint meeting on January 10^th. The plan is to go ahead and spend the $4,000 that was awarded to the Town for this project. The Planning Commission members, Selectboard, and town staff will do some of the work to reduce the costs. The $4,000 should be almost enough since some of the work was completed to prepare for the audit.

·        Mr. Caulfield hasn’t had a chance to do any more work on the Radio Repeater at this time.

·        On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously approved the Warning for the Annual Town Meeting as amended.

·        The board reviewed and signed the refinancing agreement for 2009 pick-up.

New Business

·        The board reviewed the Release of Property Claim for the damaged bandrail. It included 10% depreciation on the installed bandrail.

o       On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously approved sending a letter to Aaron Perez asking for the portion the insurance company will not pay.

o       On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board approved signing the Release of Property Claim. Mr. Caulfield will check to make sure that the town has been paid before the release is mailed out.

·        On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board approved the Health Benefits Description from Northern Group Services. (Mr. Caulfield/Mr. Atkinson voted in favor, Mr. Palmer  recused himself).

·        The board reviewed the letter about the Vermont Complete Streets bill, it was determined that the new bill pertains to paved roads, therefore there will not be many instances where the Town’s work will fall under the requirements of the new bill.

·        Mr. Palmer reviewed the overweight permit for David Welch trucking, his proof insurance was not attached to the permit so it was not approved at that time.

Other Business

·        On motion of Mr. Atkinson, seconded by Mr. Palmer the board unanimously approved hiring Ms. Bowen to work on the rest of the Irene related grant paperwork. This will allow Ms. Jarvis to get back to her normal number of hours (35 a week), and allow for easier tracking of the FEMA expense associated with the paperwork which can be included in the request for funds. It was estimated that it would take 20-40 hours a week for a month or two to finish the work.

·        Mrs. Haupt asked if the report from the auditors is going to be available to the public. The Selectboard stated that that is the plan. The board decided to review the audit at the pre-town meeting.

On motion of Mr. Atkinson, seconded by Mr. Palmer, the board went into executive session.

On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board came out to executive session. No decisions were made.

On motion of Mr. Palmer, seconded by Mr. Caulfield, the board unanimously approved the payment orders.

On motion of Mr. Caulfield seconded by Mr. Palmer, the board adjourned the meeting. Adjournment was at 8:00 pm.

Approved Minutes

Braintree Selectboard Meeting

February 5, 2013

Present:

David Atkinson, Selectboard Member                              Julie Benedict, from the Health Department

Tim Caulfield, Selectboard Chair                                       Rachel Rolfe, from the Health Department

Walter Palmer, Selectboard Member                                                              Paul Kendall, Resident

                                                                                                                        Brian Jones, Resident

                                                                                                                  Janice Thresher, Resident

                                                                                                    Jeff Masterson, Highway Foreman

                                                                                                 Holly Jarvis, Administrative Assistant

                                                                                           Jessica Brassard, Town Clerk/Treasurer

The meeting was called to order at about 7:00 pm.

On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously approved the Minutes from January 24, 2013 as corrected.

Guest: Julie Benedict and Rachel Rolfe from the Department of Health came to explain what the department does. They have programs ranging from WIC, and immunization clinics, to emergency preparedness and response. They left a number of pamphlets for us to look over, and contact information in case we have questions.

Citizens’ Comments:

• Mr. Kendal advised that he thinks that before moving ahead with any attempts to reclassify roads the selectboard  needs to state its rationale and have clear criteria for doing so. The board advised him that they are not at that point yet. They are learning how the reclassification process works. 
• Ms. Thresher asked if the trucks have to be covered when they are carrying a load of sand. Mr. Masterson will look into it. Ms. Thresher commented that the guardrail at the bottom of Woodchuck Hollow Road has been run into. The road crew knows about it. A corner of one of the town truck’s plows hit it. Nothing was substantially damaged.

Reports:

• Highway Report: Mr. Masterson gave the Selectboard copies of grant information. It is a 50/50 grant, which is to help purchase safety equipment. Mr. Masterson would like to apply for it.

Old Business:

·        The board is still looking for someone to fill the White River Ambulance Service Representative seat.

·        The paperwork for the FEMA Hazard Mitigation Grant Program – 2044 Thayer Brook Road appeal was delivered to the Waterbury office today, February 5^th.

·        Town Hall repairs: Richard Skarrow has started the process of installing the modine heater at the Town Hall.

·        The Internet/Cell Service Committee has met twice, and is gathering information.

·        There is no new information about the Municipal planning grant for creating a capital plan.

·        There is no new information about the Radio Repeater. This effort is waiting for Mr. Caulfield to have the time to work on it.

• On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously approved the Highway Department Workplace Policy.
• On motion of Mr. Atkinson, seconded by Mr. Palmer, the board unanimously approved the revised overweight permit form.

New Business

• There was a discussion about possibly mailing the report next year instead of asking volunteers to deliver them. Arguments for and against were aired.

·        On motion of Mr. Atkinson, seconded by Mr. Caulfield, the board tabled the discussion about the purchased record books until Ms. Brassard could be present to discuss it with them. (See below)

Other Business

• The Internet/Cell Service Committee would like to insert a survey in the Town Report. The board reviewed the survey. On motion of Mr. Atkinson, seconded by Mr. Palmer, the board voted unanimously to allow the Internet/Cell Service Committee to put the survey in the reports before they are delivered.
• Since Ms. Brassard had entered the meeting, the board went back to the discussion about the purchased record books and its impact on the supplies budget. Ms. Brassard, as Town Clerk, needed more recording books and recording paper, which she has purchased. As she was determining which expense account they should be posted to she realized that a couple years ago all the office supply budgets were combined into one line item (Office Supplies), and the combined budget was reduced.  Since then the Office Supplies line has been over budget every year. If the recording books and paper are applied to the Office Supplies line, that line will be over budget and we still have five and a half months left in this budget. She suggested putting the recording book in an expense line called restoration, even though there is no money budgeted for that line item. Doing so it will allow the town employees to purchase needed office supplies without having to ask the board for permission every time something is needed. The board agreed to this solution, and asked Ms. Brassard to come up with modified line item budget amount for Office supplies to be suggested to the voters at Town Meeting for the FY14 budget .
• The board reviewed an email sent to the Town Clerk from Burse Mears about the Therrien’s parking in the road, and having garbage around their house. The Brookfield Road crew plows that road, so Mr. Masterson will contact them to see if they are having difficulties with the car parked in the road. The board will ask the Health Officer if she could look at this property when she looks at the other one in Snowsville, which has had complaints about it.

On motion of Mr. Palmer, seconded by Mr. Caulfield, the board unanimously approved the Payment Orders.

On motion of Mr. Atkinson, seconded by Mr. Caulfield, the board unanimously adjourned the meeting. Adjournment was about 8:15

Respectfully submitted,

Holly Jarvis, Administrative Assistant

Approved Minutes

Braintree Selectboard Meeting

January 8, 2013

Present:
David Atkinson, Selectboard member                                                          Brian Jones, Resident
Tim Caulfield, Chair of the Selectboard                                                      Sherry and David Lloyd
Walt Palmer, Selectboard member                                                      Brenda Wright, Landowner
                                                                                         Jessie Brassard, Treasurer/Town Clerk 

                                                                                                        Jeff Masterson, Road Foreman
                                                                               Richard Bowen, Moderator/Chair of the Listers
                                                                                               Holly Jarvis, Administrative Assistant
Mr. Caulfield called the meeting to order at 5:00 pm

On motion of Mr. Palmer seconded by Mr. Caulfield, the minutes of December 18, 2012, were unanimously approved as corrected.

Citizens’ Comments 

Mr. and Mrs. Lloyd came to the meeting because they received the letter sent to them by the Selectboard about her mother’s property in West Braintree. They advised the selectboard that they had come to a meeting a year or two ago where they had explained to the board at that time (after receiving letters) that they had pulled all the furnishings out of the house, cleared out all rubbish, set mouse traps (and only caught one mouse), and patched the roof. They thought that was the conclusion to the problem: that the house would no longer be considered a health hazard. Mr. Caulfield apologized for the lack of coordination on the part of the town and said he will look into it more and follow up with them.

Report of town officials/committees

• Highway report. Mr. Masterson would like the town to consider changing Bass Road and Tannenburg Road from class three roads to class four roads so that the town would no longer be responsible for plowing, gravel or grading them. Both are in effect driveways, only going to one house. Masterson will learn what needs to be done to start the process.

Old business:

• Status of filling appointments-White River Ambulance Service Representative: no new information.
• FEMA Hazard Mitigation Grant Program – 2044 Thayer Brook Road Appeal. The Town had received a second copy of the letter letting us know that the deadline to start the appeal process will be Friday, January 11th. Mr. Caulfield had already sent an email asking to start the appeal process, but has now drafted a letter which will be sent and fax the morning following this meeting. To make sure the message is received in time.
• NRCS Bank Stabilization Grants- funding for both the Holbrook’s and the Sedor’s have come in. These projects are now complete.
• Town Hall repairs: no new information available.
• Internet/Cell Service Committee update: no new information available.
• Municipal planning grant for creating a capital plan: no new information available.
  Radio Repeater: no new information available.
  The draft budget was reviewed; so far, there would be a 2.08% increase in the amount to be raised by taxes.

o       Mr. Caulfield proposed a short chart to put in the Town Report where the bottom line shows what the town will need to finance from flood expenses to June 30, 2012. He intends to draft up an explanation to go with the chart if the board feels this would work for the Town Report. He also proposed making a more detailed report which could be picked up the Town clerk’s office. This more detailed report would have the project totals, and a more complete explanation as to what the town is having to finance. The board agreed that this would be good to do. He will continue working on it.

• The board reviewed the town report printing quote, and decided that the date of delivery on it needed amending. Ms. Jarvis will get a revised quote, and Mr. Caulfield will sign it when it comes in.

New Business

• The board reviewed the draft Warning

o On motion of Mr. Caulfield, seconded by Mr. Atkinson the board unanimously approved having a pre-town meeting. The meeting will be Monday the 4th of March at 7pm.

o On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board unanimously voted to defer the decision of how to finance the town’s part of the flood expenses to a Special Town Meeting sometime next summer. The board did not feel that there would be adequate information for the voters to make an informed decision at Town Meeting Day as to how these expenses should be financed.

• Mr. Bowen explained the Certified Equalized Education Property Report to the board. This report shows that the town’s Coefficient of Dispersion is 18.08% and our Common Level of Appraisal is 100.46% (effective 1/1/2013) which in short means that the assessed values of properties are reasonably inline with the sale values of properties in town and we will not need a reappraisal in the near future.
• On motion of Mr. Caulfield, seconded by Mr. Palmer, the board unanimously approved the Tobacco License Renewal for Snowsville General Store for 2013.
• On motion of Mr. Atkinson, seconded by Mr. Caulfield, the board unanimously approved the Property Map Maintenance Agreement with Russell Graphics for two years.
• The board discussed what to do about the February 5th meeting falling on the same day as the school vote (voting is held here at the office). On motion of Mr. Caulfield seconded by Mr. Atkinson, the board decided to start their meeting at 7:00 pm after the voting ends.  
• On motion of Mr. Caulfield, seconded by Mr. Palmer, the board approved a town wide policy that all contractors working for the town should carry liability insurance with a minimum of $100,000 coverage (Mr. Caulfield and Mr. Palmer voted in favor, Mr. Atkinson voted against the motion).
• On motion of Mr. Caulfield, seconded by Mr. Atkinson, the board approved the Certificate of Highway Mileage without any changes.

Other Business

• On motion of Mr. Palmer, seconded by Mr. Caulfield, the board unanimously decided to table the discussion about adding a motion to the Warning to increase the disabled veteran’s exemption.
• Ms. Brassard asked the board how they think the town should proceed in regards to the Bent’s property in East Braintree. They want to learn more about the options.
• Ms. Brassard also asked the board if any of them are interested in attending VLCT’s Town Meeting Tune-up. Mr. Caulfield would like to attend.
• On motion Mr. Caulfield, seconded by Mr. Atkinson, the board decided to switch the 2009 F350 Ford truck loan we have with Randolph National to Mascoma for a loan with a 12 month maturity and 2.75% interest rate.  The switch will make it easier to book the loan payments and they will give us a better interest rate if we switch.
• Ms. Wright stopped in to check on the appeal process talked about earlier in the meeting. Mr. Caulfield confirmed that she and Mr. Perry have done everything they need to do at this point in the process.
• Mr. Palmer asked about bills to Rochester for plowing, the School for diesel and the Town Report.
• Mr. Palmer advised that the old gravel pit is closed. He will get Ms. Jarvis the information she needs to be able to bill Randolph for some of the closing costs.
• Mr. Palmer asked how the flood paperwork is coming for the flood work. It is taking a long time. It is going to take some more time. We are at a point where we think it prudent to ask some more questions of the state and are working on setting up a meeting with them.
• It was noticed that behind the permit to sell tobacco from the Snowsville General Store, was a permit to sell alcohol. On motion of Mr. Palmer, seconded by Mr. Caulfield, the board approved the alcohol permit (both Mr. Caulfield and Mr. Palmer voted in favor, Mr. Atkinson had excused himself from the meeting early and was not present for the  remainder of the meeting).

On motion of Mr. Palmer, seconded by Mr. Caulfield the board approved the payment orders (both voted in favor).

On motion of Mr. Caulfield, seconded by Mr. Palmer the board adjourned the meeting.

Adjournment 7:15 pm

Respectfully submitted,

Holly Jarvis, Administrative Assistant

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