Select Board Minutes 4-30-19

Select Board 4-30-19




April 30th, 2019


  • Board members present: Josh Terenzini, Mary Ashcroft, Sharon Russell, Joe Denardo, JP Faignant
  • Meeting opened at 6:00 P.M. with the Pledge of Allegiance

New Business: Board to hold Promotion Ceremony for Police Captain Ted Washburn;

  • Captain Washburn is being promoted to Deputy Chief
  • Terenzini read a statement of Captain Washburns history with Law Enforcement
  • Select Board Member John Paul Faignant administered the oath to Deputy Chief Washburn.

Ted Washburn Rutland Town Deputy Chief:

  • Recent calls for service were provided.
  • Discussed prior board approval to purchase a radio in anticipation of the new cruiser on order. The specifications have recently changed on the Motorola radios and the radio which will be needed. The previous model was $3800. The new model is $5594. Mr. Faignant moved to approve the purchase. Ms. Russell seconded the motion. The cost of the radio will be taken from the communications budget. The motion passed 5-0.
  • Reviewed the recent round of interviews which was completed. A conditional offer of employment has been made.

Approval of Orders

The Board approved the orders

Approval of Select Board Minutes for 4/16/2019

  • Faignant moved to approve the minutes. Mrs. Russell seconded the motion. After a small clarification was added, the motion passed 4-0 with Mr. Denardo abstaining.

Questions from the floor / Public Comment:

  • Town Lister Howard Burgess presented the board with an update to proposed renumbering of building and units in Heritage Hill.
    1. The property manager for The Gables has a concern with the new numbering system due to possible confusion for the residents.
    2. It is important to address this in the event a new building is constructed to ensure proper numbering for the future.
    3. Emergency call locations have been confused and could delay service because the addresses do not line up.
    4. Denardo suggested the standard 911 numbering system be used, which assigns an address number by distance from an intersection measuring every 5.28 feet.
      1. Mr. Burgess said measurements have been taken and these address numbers can be considered.
    5. After discussion, the determination was made to use the standard 911 addressing method.
  • Jim Hall, Town of Rutland Representative to the transportation council updated the board on a recent meeting
    1. There was a presentation on an accelerated bridge replacement project through VTrans.
      1. It allows bridges to be replaced in a matter of days
    2. Discussed a problem with railroad crossing not lasting long enough
    3. Terenzini asked Mr. Hall if he would be willing to serve as our primary TAC representative, and not just the alternate. Mr. Hall indicated he would prefer to stay in the alternate role but could serve as the primary as long as a search was underway for a permanent person to fill the role.
      1. Meetings as typically every 4th Thursday. The meeting in June will be at the Southern Vermont Regional Airport.
    4. Ashcroft moved to reappoint Jim Hall as the alternate to the TAC position for 2019-2020. Ms. Russell seconded the motion. The motion passed unanimously.
  • Phil Allen of Same Sun of Vermont addressed the board regarding his latest proposal for a solar array to the town.
    1. He stated he felt there was confusion regarding what type of proposal the town was looking for in regards to owning or leasing an array.
      1. Mr. Allen asked to have made public the details of the proposal the board is scheduled to vote on with Green Lantern Solar.
      2. Mr. Terenzini asked Energy Committee members to discuss the request.
  • Mr. Faignant stated the authorization is to approve moving forward with Green Lantern Solar and to have a meeting with them to define the terms of a contract and the scope of the agreement. It has not yet been determined but once it was, those details would be a matter of public record.
  1. Mr. Allen stated his proposal would save the town $4650 per year for 7 years then $31,000 per year for 18 years. After which it would be up to the town what the future of the array would be.
  2. Mr. Allen reiterated his company would be able to respond to service calls faster which would be points in his favor.

New Business: Board to discuss reclassification of Dyer Road and a section of Sugarwood Hill Road from Class 3 to Class 4;

  • Terenzini reviewed the request from Mr. Hathaway to reclassify these 2 roads
    1. Ashcroft asked for clarification on whether or not a property owner could plow a town owned road, such as in the case of Sugarwood Hill. Mr. Hathaway confirmed this was allowable and has been done in the past.
    2. Denardo asked if there was a benefit to the town if ownership of a section of road was turned over to another party. Mr. Hathaway said there would need to be research done since how the road was transferred into the ownership of the town is not clear in the records he has found but that it was added to the Town Certificate of Highway Mileage.
    3. Ashcroft moved to reclassify Dyer Road and the small section of Sugarwood Hill from Class 3 to Class 4. Mr. Faignant seconded the motion. After some discussion the motion passed 5-0.
    4. Paquette inquired where this decision left him in terms of winter maintenance. Mr. Terenzini said this could be handled by the Highway Committee and Bill or Byron could contact him when it came time for the meeting.
  • Ashcroft moved to approve the minutes of the Select Board site visits done on April 16th for the 2 roads. Ms. Russell seconded the motion. The motion passed 3-0 with Mr. Faignant and Mr. Denardo abstaining.

Byron Hathaway Rutland Town Road Commissioner:

  • Road construction has begun on North Grove Street.
  • Work has begun on McKinley Avenue ahead of the paving crews which are planning to start May 13th.
  • Provided the board with a copy of the new contract with Wilk Paving for this years paving.
    1. Ashcroft asked that article 17, the arbitration clause, should be removed from the contract.
  • Nate Hudson has moved. 3 candidates have applied for the open position.
    1. Jason Bathlon has been offered the job. He will be starting within the next 2 weeks.
  • Terenzini brought up a sign for Northwood Park which is old and faded.
    1. Discussed the need for the sign and if it should be replaced.
    2. Hathaway said it would cost around $90.
    3. The sign will be replaced after July 1st.

Old Business: Board to vote on tables motion from April 16th.

  • Terenzini brought up the issue of screening. He has had feedback from people who use the park for walking and indicated they have no problem with the array but would like it to be screened.
    1. Extensive discussion on the need and options for screening
    2. There was consensus on the need to review screening options.
    3. The tabled motion to allow the energy committee to meet with Green Lantern Solar to work out a specific proposal passed 5-0.

New Business: Board to approve the Town Emergency Management Plan;

  • Town Emergency Management Director Marty Wasserman presented the town emergency management plan for approval by signature.
  • Ashcroft moved to approve and authorize the chair to sign on behalf of the board the Emergency Management Plan. Ms. Russell seconded the motion. The motion passed 5-0.

Bill Bauer: Town Transfer Station Manager

  • A recent SWAC meeting was held and hazardous waste disposal days were discussed.
    1. 4 were required for 2019. 2 scheduled in Rutland Town and 2 in Fair Haven.
    2. For next year, only 2 will be required, likely 1 in each town. The primary reason is due to the implementation of programs to allow in store returns on fluorescent bulbs and paint which were the higher volume items.
    3. There were approximately 36 people that came, most brought paint.
  • Denardo asked, due to the rising cost of recycling, should other options be explored for what to do with town recycling. Organic recycling has been discussed in the past. This will be referred to the transfer station committee.
  • A new combination lock has been installed on the gate entering the transfer station.

New Business: Board to vote on 2019 – 2020 Transportation Council Appointment

  • Ashcroft moved to appoint Town Road Commissioner Byron Hathaway. Ms. Russell seconded the motion. The motion passed 5-0.

Mike Rowe Rutland Town Recreation Director:

  • Baseball season has started for 5th and 6th Other grades are starting within the week.
  • Pool pass sign-ups will be the first week of June.
  • Discussed the topic from the recent Recreation Committee to grant family pool passes to all town employees, for no cost. The passes will not include swim lessons. Mr. Faignant moved to approve this proposal. Ms. Russell seconded the motion. The motion passed 5-0.
    1. Rowe asked for a complete list of all town employees.
  • Trail clean-up was scheduled for last weekend but was rained out. The next day will be May 4th.
    1. Anyone is welcome to attend, bring a rake and gloves if you can.
  • Discussed some highlights of the recent Town Wide Celebration committee

Barbara Noyes-Pulling Rutland Town Planning Commission Chair:

  • Requested permission to have Andres from Watershed Consulting come down and meet with the Planning Commission at their next meeting on May 9th. The cost will be $250.
  • Provided a copy of an informational flyer which was used previously to send to residents. It has been updated with current contact information. It would be sent to the list of land owners who would have a more direct impact. There are 41 properties from the original list.
  • Noyes-Pulling commented on the river corridor language used in this, which if adopted town wide would increase eligible reimbursement funds for disaster relief.
    1. The board does not favor a town wide adoption of this ordinance.
  • Discussed the method of enforcement in the ordinance
  • Discussed some language which will be reviewed with the town attorney when he attends the next meeting

Kirsten Hathaway Rutland Town Clerk/Treasurer:

  • Presented a liquor license for approval from Maniery Family Enterprises, The Ground Round. This is for an outside consumption permit and a fire class liquor license. Ms. Ashcroft moved to approve. Ms. Russell seconded the motion. Ms. Ashcroft asked if the Police Department had reviewed this application and. Ms. Hathaway said they had. The motion passed 5-0.
  • Provided and reviewed a new revenue spreadsheet.
    1. Projections for end of the fiscal year are looking favorable. There are still several variables to factor in. Taxes yet to be collected, 1% local tax option and others.
  • Terenzini asked for an updated budget packet for the next meeting
  • The office will be closed for lunch on May 2nd for lunch from 1PM to 2PM.
  • The will be open late on May 10th, until 4PM, due to this being the day taxes are due.
  • A meeting with Fathom Water Management has been scheduled for 9AM on May 1st to discuss some billing issues which have arisen from the recent changeover. Kirsten and Bill will both attend this meeting.
  • Faignant reviewed a discussion on sick time relating to overtime from a recent personnel committee meeting.
    1. The question was if an employee works more than 40 hours and uses sick time, there would be a choice to be paid the hours over 40 or have the excess credited back to sick time. The committee voted to recommend allowing the employee to choose. Ms. Ashcroft asked if this should be included in the personnel policy. Mr. Faignant said it would. There was discussion on the need to review and update the personnel policy and the employee handbook.
    2. Ashcroft moved to approve the recommendation. Ms. Russell seconded the motion. The motion passed 5-0.
  • Terenzini reviewed topics from a recent building committee meeting including some miscellaneous work needing to be done around Town Hall that Mr. Denardo will handle coordinating.
    1. Also reviewed a comprehensive proposal for new furniture for the clerk’s office received from Vermont Correctional Industries.
    2. Discussed the need to replace the phone system at Town Hall.

Bill Sweet Administrative Assistant to the Select Board:

  • Reviewed items from the packet
    1. Incident command training for municipal executives is available locally
    2. Provided the annual form for town representative appointments to the Regional Planning Commission. No candidates are immediately available. A job description will be posted in various places when available.
    3. Provided follow up correspondence from VTrans regarding the right turn lane traffic light at the Green Mountain Plaza. A green turn arrow cannot be installed due to federal regulations however a variety of updated signage will be installed to assist motorists.
    4. Provided a proposal from GP&M to assist the town with Federal Grant applications and compliance. It will cost $999 for 3 years. Mr. Faignant moved to approve the proposal and authorize the chair to sign on behalf of the board. Ms. Ashcroft seconded the motion. The motion passed 5-0.
    5. Provided a land use permit received for the Paquette property expansion of a storage facility.
    6. Provided correspondence from Town Attorney Kevin Brown
    7. Provided a contract for 2019-2020 with Brookfield Services covering generator maintenance at the 5 locations in the town. The contract will cost $2982 if paid by May 23rd and will cover scheduled maintenance of our generators. Ms. Ashcroft moved to approve the contract and the chair sign on behalf of the board. Ms. Russell seconded the motion. The motion passed 5-0.
    8. We received replies that both our grant applications have been received. We should know in May if we are awarded the Safety Grant and in June if we are awarded the grant for the Electric Vehicle Charging Station.
    9. Updated the board of some days off which will be taken in the next couple months



Committee meeting / project updates:

  • Ashcroft reviewed topics from a recent Water & Sewer Committee meeting.
    1. The consensus of the committee was to move ahead with a project to install a waterline down Randbury Road. Ms. Ashcroft will contact Mark Youngstrom from Otter Creek Engineering.
      1. Ms. Ashcroft moved to add Otter Creek Engineering to the list of Town Preferred Vendors. Mr. Faignant seconded the motion. The motion passed 5-0.
      2. The board agreed it would be a good expenditure to do.
  • Ashcroft reviewed minutes from the recent scholarship committee meeting. There were 10 applicants. Ms. Ashcroft moved to approve awarding 2 x $2000 scholarships, 4 x $1000 scholarships and 4 x $500 scholarships. Mr. Faignant seconded the motion. The names of students awarded the scholarships will be kept confidential until they can be awarded. The committee noted they did not receive any applications from students at MSJ, Mill River or Otter Valley. The motion passed 5-0.
  • Ashcroft reminded that Green Up Day is May 4th.
  • Ashcroft informed the board of a recent meeting she had with Mark Youngstrom regarding the proposed pocket park in Center Rutland. An agreement for land use will need to be made with Green Mountain Power. Ms. Ashcroft moved to form an ad hoc committee for the purpose of working on this park project. Ms. Russell seconded the motion. The motion passed 5-0.
  • Ashcroft has reached out to a landowner in conjunction with the shared use path for Northwood Park to set up a meeting.

Ms. Russell moved to enter executive session for possible contract negotiations, with Bill Sweet attending and another for a personnel matter. Mr. Faignant seconded the motion. The motion passed unanimously. The board entered executive session at 7:55 PM.

Upon leaving executive session at 8:08 PM Mr. Faignant moved to accept a recommendation from the personnel committee regarding a salary adjustment of a town employee. Mr. Denardo seconded the motion. The motion passed 4 -0 with Ms. Russell abstaining.

Ms. Russell moved to adjourn. Mr. Faignant seconded the motion. The motion passed unanimously. The meeting was adjourned at 8:10 PM.

Respectfully submitted, Mr. Bill Sweet





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


Center Rutland, VT.