Highway Committee Minutes 3-3-2022

Highway Committee Minutes 3-3-2022

RUTLAND TOWN SELECTBOARD COMMITTEE MEETING

HIGHWAY COMMITTEE

THURSDAY MARCH 3^RD, 2022

The Highway Committee of the Rutland Town Selectboard met at 9:00 AM on Thursday March 3rd, 2022, at the Rutland Town Municipal Town Hall. Present was Board Clerk Joe Denardo, Board Member Sharon Russell, Town Road Crew Member Walter Tripp, Town Road Crew Member Jason Bathalon, Byron Hathaway, and Town Administrative Assistant Bill Sweet. There was a conference call line with a publicly accessible and warned phone number in use.

• Discussed paving plans for 2022.
  1. A list of roads proposed to be paved in 2022 was made available by Walter Tripp.
  2. The estimate put together figures liquid asphalt at $85 per ton, which is the most expensive part.
  3. There are 3 components to the proposal.
     1. The list of planned streets totaling $248,507.00.
     2. The cost to repave Town Line Road after the culvert replacement is finished totaling $262,421.00 This project has up to $200,000 in approved state grants to put towards the cost.
     3. Repaving Cheney Hill Lane totaling $39,260.00. This project is at the request of a homeowner on this road who has a problem with runoff from the road onto his driveway. The resident had discussed this with now retired Road Commissioner Byron Hathaway.

1. All the above prices include the contractor doing the work on all driveway aprons. This is a change from past practices. The committee agreed this was a good idea.
2. The bid document used in the past will be used again to create the new bid request document.
3. Based on the bid totals received the list of roads to be paved may need to be modified.

• The bid request will reflect asking for the apron work to be added as an option.
• Paving Town Line Road will have to be held off until the culvert replacement is complete will need to be specified in the bid document.

• Discussed the winter plow contractors.
  1. All our contractors have exceeded the standard 43 call outs for the season.
  2. The Hubbard’s are at 45. Rick McKirryher and BJ Hathaway are at 49 each.
  3. We will now pay a per mile rate of $54 per mile for each contractor called out.
  4. There is a discrepancy between the number of callouts we have for each contractor and the amount reported by 2 contractors. Walt will clarify the number.
  5. The recently approved Highway budget does not include an increase for the winter contractors. Selectman Denardo said this should have been included in the discussion and would need to be for the next budget planning season.
• The salt supply is holding out so far, but it has started to be low, due to the large number of storms. Deliveries have been coming but the suppliers have said their local stockpiles have been low as well.
• Selectwoman Russell asked to clarify job roles and responsibilities.
  1. Walt is considered the Department Head for Highway. He is in charge for call outs, road maintenance, and personal requests such as time off requests.
• Two invoices from Rutland City were received for sidewalk plowing. The service was not specifically requested, and the invoice does not detail what location was done.
  1. It is believed it was for US Route 7 South.
  2. Discussed whether it was still necessary to have them do it.
  3. If the committee ultimately decides we do not want the city to do it, we will send a letter to that effect.
  4. The service was completed and the committee recommends the invoices be paid.
• The voters approved the next Road Commissioner be appointed rather than elected.
  1. An updated job posting will need to be made.
  2. The next person appointed will be intended to be in the position as a long-term appointment.

There being no other business the meeting adjourned at 9:45 AM

Respectfully submitted, Bill Sweet