Select Board Minutes 2-27-2024

Select Board Minutes 2-27-2024

TOWN OF RUTLAND SELECT BOARD OPEN MEETING

RUTLAND TOWN MUNICIPAL TOWN HALL

181 BUSINESS ROUTE 4, CENTER RUTLAND, VT  05736

FEBRUARY 27^th, 2024

 The meeting opened at 6:00 P.M. with the pledge of allegiance.

• Board members present Mary Ashcroft, Joe Denardo, Sharon Russell, Kurt Hathaway, and Matt Getty
• Members of the public participating Brian Collamore, Fred Nicholson, Jim Theodore

Approval of Orders

The Board approved the orders.

Approval of Select Board Minutes for February 13^th

Selectwoman Russell moved to approve the minutes.  Selectman Getty seconded the motion. The motion passed 4 – 0.

Update from the Select Board Chair

Articles for the next edition of The Circle are due by March 15^th.

Showed a copy of how the Town of Clarendon sends out Town Report notices, instead of the full report.

Selectman Hathaway joined the meeting.

Question from the Floor / Public Comment

Senator Brian Collamore joined to discuss the education funding bills in the State Legislature. Discussed what the intent of the new funding legislation was for, what unintended consequences were seen and the efforts to correct it. School budget warnings and votes are able to be put off allowing districts to update their budgets.

Board to meet with Enman Kesslering Engineering regarding a deviation request

Nicole Kesselring and Jim Theodore were present to discuss the request. Ms. Kesselring is the engineer on the project and Mr. Theodore is the property owner.

An overview of the project, which is a proposed 5-lot subdivision off the south end of Hawley Lane,  was given to Board members.

Approximately 1800’ of road would be improved. The Town standard is for a 20’ width. They are requesting a deviation to either 12’ or 16’.

Discussed concerns about not building the road to town standards, and any future request for the Town to take it over. Access by larger vehicles, such as fire trucks and larger delivery trucks would have difficulty using a narrow road. If the road is built to Town standards it would allow the Town to adopt it at a later date.

There are storm water management permits, easements, and infrastructure plans in place. Details of transferring to the town if it were taken over would be needed.

This project has a pending sub-division application before the Planning Commission. They have received their state water permits.

Barbara Pulling Rutland Town Planning Commission Chair:

1. The Housing Navigator program survey received approximately 70 responses from the Town. The survey will be closed soon. The Planning Commission will help review the results and provide follow up to the Board.

Mike Rowe Rutland Town Recreation Director:

1. The maintenance is done on Rec equipment so it will be ready when weather is good for mowing.
2. Baseball signups are starting soon.
3. Discussed the 2024 Town Wide Celebration. It is planned for the 24^th. Fireworks will be on that night again this year.
4. A list of items for the VLCT grant was provided. This would allow us to update and expand the cameras at Northwood Park. The total is $3686.96 and would require a 50% match. The Highway department is submitting a $6090 request for new vehicle tracking and monitoring devices. Selectman Denardo moved to approve both applications and to authorize the Chair to sign on behalf of the Board. Selectwoman Russell seconded the motion. The motion passed 5 – 0.

David Sears Rutland Town Road Commissioner:

1. There is approximately 200 tons of salt left in the shed. We have used them contractors 27 times of the 40 max so far.
2. Paving bids have been sent out.
3. Provided a State Certification for Town Road and Bridge Standards, as well as the annual financial plan. Selectman Denardo moved to approve signing these documents. Selectman Hathaway seconded the motion. After review, some additional information is needed. This will be added to the next agenda. The motion was tabled.
4. The brush pile at Northwood Park was burned today.
5. Retaining wall work for the Post Road sidewalk will begin soon.
6. The new Highway truck was delivered. It is at the last vendor getting work done before its ready.
7. Paving bids are due to be opened March 25^th at 9AM.

Marcia Chioffi Rutland Town Head Lister

1. The contract with G&K has been executed, with the additions the Board included.
2. Business personal property lists have gone out. Some are being returned already.
3. Selectman Denardo asked for a report on the tax revenue generated by the business personal property program. Lister Chioffi said she would provide this for the next meeting.

Chris Clark Rutland Town Fire Chief:

1. Provided an application for a new member. Selectman Denardo moved to approve Bryce Hebert as a junior firefighter. Selectman Hathaway seconded the motion. The motion passed 5 – 0 .

Kari Clark Rutland Town Clerk and Treasurer:

1. Tuesday is Town meeting day, with the meeting the night before starting at 7PM at the Town School.
2. Polling places will be open from 7AM to 7PM on March 5^th.
3. Discussed how a new payroll tax will be collected. This is to provide contributions toward childcare costs. This cost was not factored into the budgets. This takes effect July 1^st. A breakdown of costs and contribution options will be prepared for the next meeting.
4. Provided a tobacco license application for Sandri Sunoco. Selectman Getty moved to approve the license. Selectman Denardo seconded the motion. The motion passed 5 – 0.
5. Reminder of the primary voting process on March 5^th.

Ed Dumas Rutland Town Police Chief:

1. Recent calls for service were provided.
2. Payments from the Cortina Inn have been received through March.
3. Hearings on the homeless housing program are being held in Montpelier.
4. Discussed installing signs in areas experiencing issues with panhandlers. Selectwoman Russell moved to approve the purchase and installation of 4 signs highlighting the alternative to donate to charities rather than give money to panhandlers. The exact wording will be worked out. Selectman Hathaway seconded the motion. The motion passed 5 – 0.

John Paul Faignant Town Health Officer / 2^nd Constable / Public Safety Building Clerk

1. Construction on the Public Safety Building is going well and is on schedule.

Bill Sweet Town Administrator:

1. Discussed the Municipal Project Manager procurement process for the Route 7 North sidewalk. The At The Ready State process is complicated. There is an alternate option to get a proposal from the Regional Planning Commission. Selectman Getty moved to shift to asking the RPC for a proposal. Selectman Denardo seconded the motion. The motion passed 5 – 0.
2. No updated information has been received from Joe Anthony regarding the Diamond Run Mall property. He will be invited to a meeting to provide an update to the Board.
3. Provided some examples of Town E-911 addresses which are incorrect. After discussion, the topic of developing a plan to address these issues will be put on the next agenda.
4. A review of sewer usage versus allocation for Town users was recently completed. There are 4 users who exceeded their allocation. Each of them were sent a letter. The overage ranged from 3 gallons per day to 4573.
5. Put together a binder of all the current Town policies. Copies were provided to each Board member and to each department. As policies are updated, the new versions will be distributed out.
6. Provided 3 policies to the Board to review.
   1. Social Service Agency Appropriation Policy. Reviewed the updated version. This covers how agencies get an appropriation on the ballot and how they would receive their funds. Selectman Denardo moved to readopt the policy. Selectman Hathaway seconded the motion. The motion passed 5 – 0 .
   2. Meeting Room Use policy. Reviewed the updated policy. This outlines the process to apply for and use meeting spaces at Town Hall and the Center Rutland Fire Station. Updated contact information and policy adoption information are included in the update. Selectwoman Russell moved to approve the updated policy. Selectman Denardo seconded the motion. Selectman Getty corrected some typos. Discussed increasing the hourly rate charged for use outside regular business hours. After discussion, no change was made. The motion passed 5 – 0.
   3. Security Camera policy. Reviewed the updated policy. This regulates the use of the cameras. Updated contact information. Selectman Denardo moved to approve the updated policy. Selectman Getty seconded the motion. The motion passed 5 – 0.
7. Provided a form to update our SWAC appointees. Larry Dell Veneri and Steve Canney have both agreed to do it this year. Selectwoman Russell moved to approve the appointments. Selectman Getty seconded the motion. The motion passed 5 – 0.
8. Provided the cost proposal from Stubbins Electric to upgrade the electrical panel and service to Town Hall. The total cost is $38,959.43. We are anticipating a grant award which would cover up to $20,000 of this cost. After discussion, Selectman Denardo moved to approve the proposal and to authorize the Chair to sign on behalf of the Board. Selectman Hathaway seconded the motion. After discussion, the motion passed 5 – 0. The funds will come from Capital improvements and / or building maintenance.
9. Provided a grant agreement document for approval. This grant is for $9862.50 and will help cover a large portion of the cost to update our Local Hazard Mitigation Plan. A 25% match is required. In-kind work can be counted. When Town staff works on this the time will be tracked. Selectwoman Russell moved to approve the grant and to authorize the Chair to sign on behalf of the Board. Selectman Denardo seconded the motion. The motion passed 5 – 0.

Board to review Public Safety Building Bond documents for approval.

The Bond Counsel for the Town sent the completed agreement for approval.

The interest rate on the bond is 3.013497%. This equates to $471,613.87 in interest.

Selectman Getty moved to approve the loan agreement and general obligation bond. Selectwoman Russell seconded the motion. The motion passed 5 – 0.

Board to review a letter of support for the Rutland Free Library Grant application.

This letter was drafted based on approval of the Board to do so at the last meeting.

Selectwoman Russell moved to approve signing the letter. Selectman Getty seconded the motion. The motion passed 5 – 0.

The Board reviewed the decision concerning the discontinuance of Dyer Road as a Town Road.

Finds of fact and conclusions of law were created and distributed to Board members.

Selectman Denardo moved to accept the document as their conclusions and decision. Selectman Hathaway seconded the motion. The motion passed 5 – 0.

Committee meeting updates:

1. Reviewed the recent personal committee meeting. Proposed policies for holidays, comp time and updated timesheets should be available soon for Board members to review.

Board to discuss the draft Short-Term Rental ordinance

Discussed past meetings where the purpose and intent was discussed.

Selectman Denardo moved to approve the Ordinance. Selectman Getty seconded the motion.

Updated the reporting and licensing deadlines. Registration will expire on December 31^st Annually.

The ordinance would take effect so the first registrations will be due on January 1^st, 2025.

Selectman Denardo, Selectman Getty and Board Chair Ashcroft voted in favor of adopting the ordinance. Selectman Hathaway and Selectwoman Russell voted against the ordinance.

 

Selectman Hathaway moved to adjourn. Selectwoman Russell seconded the motion. The motion passed unanimously. The meeting adjourned at 8:48PM.

 

_______________________________________________

Mary Ashcroft, Chair

 

_______________________________________________

Joseph Denardo, Clerk

 

_______________________________________________
Sharon Russell

 

_______________________________________________

Kurt Hathaway

 

_______________________________________________

Matt Getty

 

Center Rutland, VT.