Highway / Rec Committee Minutes 3-23-2022

Highway / Rec Committee Minutes 3-23-2022

RUTLAND TOWN SELECTBOARD COMMITTEE MEETING

RECREATION / HIGHWAY COMMITTEE

WEDNESSAY MARCH 23^RD, 2022

The Highway Committee of the Rutland Town Selectboard met at 9:00 AM on Wednesday March 23rd, 2022, at the Rutland Town Municipal Town Hall. Present was Board Clerk Joe Denardo, Board Member Sharon Russell, Board Member Mary Ashcroft, Board Member Kurt Hathaway, Acting Town Road Commissioner Walter Tripp, Town Road Crew Member Jason Bathalon, Town Recreation Director Mike Rowe, Robert Clark from Otter Creek Engineering, and Town Administrative Assistant Bill Sweet. There was a conference call line with a publicly accessible and warned phone number in use.

1. Discussed the proposed Post Road sidewalk, Shared Use path and the proposed Post Road water line extension.
   1. Robert Clark from Otter Creek Engineering provided copies of the Shared Use Path plans which represent the design, which was approved, from July 2021.
   2. The original plan was to have the Highway Department do most of the Shared Use Path construction, but the committee discussed putting the construction part of the project out to bid.
   3. Discussed the source of the funds for this project.
      1. It is believed $30,000 was included in previous Highway budgets for this project. Those funds were likely not used so they would be included in the current carryover balance.
      2. Robert Clark said he expects construction to be approximately $75,000.
      3. There is grant funding in the amount of $48,250 awarded to the town. It requires a match of up to the same amount.
      4. Not much additional work will be needed to be able to put out to bid.

1. Stakes have been placed along the planned route.
2. Discussed the status of the Highway carryover balance. Several projects have had funds earmarked to be used and we should be cautious as to not overspend the balance.
3. There may be some highway funds that do not get fully expended this fiscal year which will add to the carryover and help offset future costs.
4. The committee would like to see construction of this project this year.
5. Robert Clark said scheduling it may be a challenge with many contractors booking into next year already.
6. The planned addition of mountain biking trails at the park would not be able to be bid as a joint project.
7. A rough materials list will be compiled by Mr. Clark and sent back for discussion to see how much we anticipate we may be able to assist with.
8. Discussed if we could assist with tasks, such as trucking material or cutting trees, to help with the cost and timeline of the project. Mr. Clark said specific language could be included in the bid documents to account for this possibility.
9. Discussed the proposed new sidewalk coming from the school to Chasanna Drive.
   1. If the water line extension was approved, it would be preferable to have the contractor who does that work, also prepare the area for the installation of the sidewalk at a future date.
   2. The detail work could be included as part of the bid requirements.
10. The design work for the sidewalk has not been done yet.
11. This will be discussed further once we have the design plans and other information from Otter Creek Engineering.

• Discussed a request to add signs warning motorists about the presence of horses, and others.
  1. Director Rowe discussed some communication he has received from a variety of town residents asking permission to ride horses in Northwood Park. They are currently prohibited.
     1. There is concern about the interaction between horses and pedestrians and dogs. Additionally, there could be damage caused by the horses, and the responsibility of cleaning up any manure left.
     2. Research will be done to see if the origin of the decision to deny horses in the park can be found. Whether it is part of the Act 250 permit or if it was a Board decision.
  2. A request was made asking for signs to warn motorists about the presence of horses and riders.
     1. They would like signs installed near the farm on Cold River Road and at the Town line on Perkins Road.
     2. There were concerns about the cost of the signs, and the lack of attention most drivers pay to them.

• After further discussion, the recommendation will be made to the full board that the signs be purchased and installed.

1. A request was made to add a sign that said “SLOW” on Sugarwood Hill Road. The resident felt vehicles are driving too fast.
   1. The development is already posted at 25 MPH.
   2. The committee felt adding this sign would not have the desired effect.
2. A request was made to add a sign at the “Y” at Sugarwood Hill Road the has an arrow pointing to the direction of Sugarwood Hill Road Extension. Residents state they are having difficulty getting packages delivered because drivers are not able to find them.
   1. No decision was made on this.

• Review job description for the Road Commissioner position.
  1. A copy of the description Byron Hathaway wrote for us, and a copy of the VLCT model application were reviewed.
  2. Some minor changes were made to the copy Mr. Hathaway wrote up, and this will be used to create the new posting.
  3. Discussed a variety of places where the job posting can be listed.
• Discuss winter maintenance contracts for the 2022 – 2023 season
  1. A draft document from VLCT was discussed. It covers a broad number of topics.
  2. Discussed what specifically is needed.
     1. Defining what a call out is.
     2. The current and future pay rates.

• Determining the minimum number of call outs before starting to pay extra.

1. Discussed having a fuel rate adjustment clause in the contract.

1. The committee agreed a contract would be preferred and moved the discussion to a future meeting.

• The chipper, damaged in a recent accident, is at Earles Truck Repair. The insurance adjuster will be going there to finalize their work. We expect the repairs to be approved and the work to be done at Earles.
• The 7-yard truck is leaking transmission oil. Earles Truck Repair said they would be able to take a look at it also.
  1. Discussed it going back to Charlebois. This involves a lot of travel. Earles is preferred.
• The exhaust fan at the garage, which is connected to a CO detector, is not working correctly. A local electrician was contacted but declined to service it since they do not install them.
  1. The fan is not coming on, and the manual override is not working.
  2. Other vendors will be contacted to attempt to get it serviced.
• The are 2 separate culvert sections under East Pittsford Road are failing. This could affect the planned paving project for this year.
  1. It would be preferred to replace the culverts and then pave the road the season after they are replaced.
  2. There is not money allocated for additional projects in this budget.

There being no other business the meeting adjourned at 10:48 AM