Select Board Minutes 4-28-2020




APRIL 28th, 2020

Out of an abundance of caution around the covid-19 virus, this meeting was held via a conference call line which was made publicly available for anyone to call into.


  • Board members present: Josh Terenzini, Mary Ashcroft, Sharon Russell,

John Paul Faignant

  • Meeting opened at 6:00 P.M.


Approval of Orders

Mr. Terenzini asked Ms. Clark if there was anything unique in the orders. Ms. Clark stated there was not. She said there are orders which still need more board members to come in and sign.

Approval of Select Board Minutes for April 10th:

  • Ashcroft moved to approve the minutes. Ms. Russell seconded the motion. The motion passed 3-0 with Mr. Faignant abstaining.

Approval of Select Board Minutes for April 14th:

  • Ashcroft moved to approve the minutes. Ms. Russell seconded the motion. The motion passed 4-0.


Byron Hathaway Rutland Town Road Commissioner:

  1. Hathaway discussed a topic brought before the Highway Committee. Tim Hubbard Sr and Tim Hubbard Jr are two of our winter contractors.
    1. Ashcroft reviewed the minutes from the Highway Committee meeting, where an issue of winter maintenance work was not being started on time, and complaints being received, was discussed
    2. Faignant moved to approve the recommendation from the committee. Ms. Russell seconded the motion. Mr. Hubbard commented on his work. He has talked to various businesses on his route and has not had a complaint.
    3. Russell asked Mr. Hathaway to speak on the topic. Mr. Hathaway stated that when they are on the road, their work is good. The issue is during early morning time and they are late. He has documented the issues and felt at this time he had to bring it to the board.
    4. Hubbard said the town is his only account in the winter for plowing.
    5. Faignant moved to table the motion until the topic can be talked about in executive session. Ms. Russell seconded the motion. Mr. Hubbard offered some research, which Ms. Russell asked for to be made available for the board to discuss.
  2. The complied structures grant for the town line road culvert has ben completed. Typically, all five board members sign the form. Mr. Hathaway asked if he can be authorized to sign the form and submit it. Mr. Faignant moved to auth Mr. Hathaway to sign on behalf of the board and submit it. Ms. Ashcroft seconded the motion. The motion passed 4-0.
  3. Presented a Memorandum of Understanding with the Town of Mendon for the roadside mower. Ms. Ashcroft moved to approve the MOU. Mr. Faignant seconded the motion. The motion passed 4-0.
  4. Discussed the Chasanna Drive easement with the Warwick’s. The Warwick’s asked for $5000 after asking for $3000. Mr. Hathaway presented a counteroffer of $4000 which they accepted. The approval for the check is in the orders. Mr. Faignant moved to approve the $4000. Ms. Ashcroft seconded the motion. Ms. Ashcroft asked it to be turned over to town counsel for proper procedures in signing the documents and receiving the check simultaneously. The motion passed 4-0.
  5. Contacted Stantec regarding the operational stormwater permit for the storage building at Northwood Park. It was emailed to all board members. Their total cost was $11,600 and more than Otter Creek Engineering. Mr. Terenzini asked if it can be discussed at a future meeting. Ms. Ashcroft clarified this was needed to get Act 250 approval. Ms. Ashcroft asked if 1 permit could be applied for when we look to build a new salt shed. Mr. Faignant was concerned about delays for the storage building project. Mr. Terenzini stated he would like to wait to see how the next 1% tax option money comes in rather than spending an additional $10,000 on it. Ms. Ashcroft moved to table the project until the next fiscal year. Ms. Russell 2nd. The motion passed 4-0.
  6. Green up day has been postponed until May 30th. We have been asked to not actively promote starting earlier. Ms. Ashcroft stated she agreed with following the program recommendation. Mr. Hathaway said the bags are available at the transfer station.
  7. Discussed Town Highway Department employees returning to work. Mr. Hathaway would like Mr. Bathlon to come back July 1 and Mr. Tripp to start next Monday, based on the Governors recommendation. There is a VOSHA training to be completed as well. All town employees need it by May 4th. Mr. Faignant asked for Mr. Hathaway to send him the material for him to review.
  8. Provided and updated 5-year plan and a list of proposed projects for 2020. Mr. Hathaway asked the board to approve them all, rather than having to come back for every expense over $500. Included was a map of an area with a request for service from a resident asking for a change in storm water culvert. Mr. Hathaway said the Highway Committee could look at it. It is on Countryside Drive and is a continuation of work done last year. All of the projects would occur in FY 2021. Ms. Ashcroft moved the project list be tabled. Ms. Russell seconded the motion. The motion passed 4-0. The Highway Committee will also review the plan.

New Business: Board to review and discuss final Randbury Road contract

Town Attorney Kevin Brown reviewed the final contract. Robert Clark from Otter Creek Engineering spoke with Masterton excavating and they are comfortable with completing the work. Mr. Clark asked for someone to be authorized to sign the contract and have a video conference at a later date. Ms. Ashcroft oved to approve the Randbury Road Water line extension contract and auth Mr. Terenzini to sign on behalf of the board. Ms. Russell seconded the motion. The motion passed 4-0.

New Business: Board to approve the Annual Town Road and Bridge Standards and Town Highway Annual Financial Plan

  1. Hathaway stated both need to be submitted to the state.
  2. Ashcroft moved to approve the Annual Town Road and Bridge Standards and Town Highway Annual Financial Plan and authorize Mr. Terenzini to sign on behalf of the board. Ms. Russell seconded the motion. The motion passed 4-0.

New Business: Board to review for approval the 2020 Local Emergency Management Plan

Mr. Faignant moved to approve the 2020 Local Emergency Management Plan. Ms. Ashcroft seconded the motion. Town Emergency Management Director Martin Wasserman sent out the revised plan to everyone. The plan needs to be signed by Mr. Faignant and Mr. Terenzini then sent back to Mr. Wasserman and he will return it to the state. Mr. Faignant thanked Mr. Wasserman for his work on it. Mr. Wasserman asked if the board would consider changing the location of the Emergency Operations Center. The board declined at this time. The motion passed 4-0.

Bill Sweet Administrative Assistant to the Select Board:

  1. Reviewed the packet items
    1. The list of scheduled meetings and committee agenda items will now be sent to all department heads weekly as well as the board.
    2. Discussed the scope of services from Andres Torizzo. Ms. Ashcroft said the Highway Committee could review it. There is $9500 in proposed projects for the remainder of FY 2020.
      1. Ms. Ashcroft moved to allow Andres to work on this list. The motion failed due to no second. Mr. Faignant suggested tabling it for 10 weeks, then moved to table the projects until FY 2021. Ms. Ashcroft seconded the motion. The motion passed 4-0. Mr. Sweet will follow up with Mr. Torizzo.
    3. Reviewed a letter send to Otter Creek Solar developers on behalf of the Select Board and Planning Commission regarding their updated solar project.
  2. Reviewed sewer allocation letters. Ms. Ashcroft moved to send the first round of letters to users with no allocation and users to withdraw allocations from. Mr. Faignant seconded the motion. The motion passed 4-0.
  3. Discussed using Zoom conferencing in the future for meetings and have a call in option for users who do not want to be on video, or have a slower internet connection. This could also be used for executive sessions. This would allow the meetings to be recorded as well.
  4. Ashcroft commented that scholarship apps have been received. 8 total have been received which is lower than last year. Ms. Ashcroft asked if the board would like the Scholarship Committee to meet and review the applications. The board was in favor of it. This is the 1st year we have $15,000k to award.

Kari Clark Rutland Town Clerk/Treasurer:

  1. Reviewed the current status of the 3rd installment for property taxes. Taxes are due May 10th.We have received 57.5% of our taxes. There is a school payment to the Greater Rutland County Supervisory Union due 10 days after taxes are due. It was prior practice that the check was paid early. Ms. Clark asked if the board would like the check sent early, or sent on time as a regular payment. The total is $1,000,000. Mr. Terenzini asked why it would have been paid early previously and if she has talked with the school finance office. Ms. Clark said it started with former Town Clerk and Treasurer Marie Hyjek. It was to help the school district. She has not spoken to the district finance office. Ms. Ashcroft suggested paying it on the correct timeline. The other board members agreed.
  2. Clark asked for clarification on the check for the Warwick’s being paid. It will stay in the orders so it can be ready for when Kevin Brown is with the easement paperwork.
  3. Reminded Town residents the penalty for late dog licenses was waived through May 1st, which is this Friday.
  4. Terenzini asked if the 57.5% of taxes paid represented payments made from residents who have their taxes included in the mortgage. Ms. Clark said it does.

Mike Rowe Rutland Town Recreation Director:

  1. Asked if Chuck Hall could start work at Dewey Field. Mr. Faignant said he would have to be trained by the VOSHA guidelines. Mr. Faignant will follow up with Mr. Rowe.
  2. Stated that if the pool was opening on schedule, he would start the process next week. Asked the board if they would like him to start the opening process. Ms. Russell suggested doing the start up to ensure there are no issues with it if we can open it this year. The board members agreed to have him start the opening process. The plumber will be on site in the next few days to turn on the water.
  3. Terenzini asked about the large water bill received from the city. They sent a revised bill showing no payment needed.
  4. Terenzini asked about opening the park May 1st, with restrictions in place. Mr. Terenzini recommended reopening the park, fencing off the playground area, no basketball, tennis or baseball use. A limit of 2 people and no organized sports. People walking the trail would be required to wear a facial covering. We would ask the Town PD do patrols in the park as time permits. Ms. Russell asked for input from the health officer. Mr. Rowe said he was mowing today and saw 2 cars park at the gate and the people walked down through the park. Others have done it too, including walking dogs. Mr. Faignant commented that the information used to make the closure was based on rising infection rates and the current information is that VT has not plateaued yet and infections are still occurring. This decision to reopen would not be based on medical information. Ms. Russell agreed and said we should follow scientific and medical information. Ms. Ashcroft said she would like to wait until May 1t5h for a decision. The board agreed.

Chris Clark Rutland Town Fire Chief:

  1. There have been very few calls for service for the department. There was a mutual aid response to Killington for a house fire recently.
  2. The department did help with a birthday parade for a set of twins in the town recently.

Ed Dumas Rutland Town Police Chief:

  1. Recent calls for service were provided.
  2. A link to the VOSHA training was emailed to the board
  3. The latest check from CFAC to the town was given to Ms. Clark recently.

Barbara Noyes-Pulling Rutland Town Planning Commission Chair:

  1. Reported that the group is looking sit down with VT railway museum regarding some recommendations in the business route 4 study.


Committee meeting updates:

  1. The scholarship committee will meet soon to review the applications received.


Mr. Faignant moved to adjourn. Ms. Ashcroft seconded the motion. The motion passed 4-0. The meeting was adjourned at 7:23 PM.

Respectfully submitted, Mr. Bill Sweet


Joshua C. Terenzini, Chairman
Mary Ashcroft, Clerk
John Paul Faignant
Joseph Denardo
Sharon Russell


Center Rutland, VT.