Select Board Minutes 8-20-19

Select Board Minutes 8-20-19




August 20th, 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


Approval of Orders

The Board approved the orders

Approval of Select Board Minutes for August 6th, 2019

  • Ashcroft moved to approve the minutes, Mr. Faignant seconded the motion. The motion passed 5-0.

Questions from the floor / Public Comment:

  1. Town Lister Mr. Howard Burgess addressed the board regarding the planned renovations to the Clerk and Treasurer’s office, specifically any changes which may impact their office.
    • A proposal had been made to add a door interconnecting the 2 offices.
    • The door may be required as part of the remodel due to building codes.
    • Bill will reach out to the division of fire safety to inquire about the requirement and report back to the building committee


Bill Sweet Administrative Assistant to the Select Board:

  1. Provided an updated copy of the pending committee agenda items
  2. Provided copies of the Act 250 permit for the Diamond Run Mall
  3. Provided correspondence from the Foley Cancer Center for the donation made in thanks for Happy Cow Cones coming to the Town Wide Celebration
  4. Provided correspondence from ARC thanking the town for the allocation received.
  5. Discussed replacing the phone system at Town Hall. Received 2 quotes for the new system. One quote is from our current vendor, Business Telephone Systems and the other is from APC Services. Both prices are over the threshold in the purchase policy requiring the project to be put out to bid. Ms. Ashcroft moved to authorize Bill to write the bid specifications and handle the timeline and receipt of bids to present to the board at a future meeting. Mr. Faignant seconded the motion. The motion passed 5-0.
  6. Discussed updating the office software to Office 365. This would streamline support issues. Currently the office computers have 3 different versions of Microsoft Office on them. It would cost $1950 annually, with some savings coming from no longer needing to purchase Office separately with new computers and this also includes email hosting which is currently an additional expense. The total cost increase would be approximately $1060. Ms. Ashcroft moved to approve the proposal to upgrade to Office 365. Ms. Russell seconded the motion. The motion passed 5-0.
  7. Presented a quote from Royal Alarm to install a smoke detector in the vault upstairs and downstairs. The total cost is $1895 and would be eligible for 50% reimbursement through the VLCT safety grant. Mr. Faignant moved to approve the quote. Mr. Denardo seconded the motion. After some discussion the motion passed 5-0.
  8. Presented a proposal from Image Setters to continue working developing the website. It includes updates to layout and functionality of the website. Ms. Ashcroft moved to approve the entire proposal. Mr. Faignant seconded the motion. The motion passed 5-0.
  9. Provided correspondence from Karl Ronn regarding the request from the association on Carmel Place. They have not been able to locate as built plans for the road as requested by the Select Board and are asking for a waiver of this requirement.
    1. This will be sent to the Highway Committee for discussion.
  10. Provided follow up correspondence from Town Attorney Kevin Brown regarding the documents provided by Green Lantern Solar to develop a solar site on the closed landfill at Northwood Park. Mr. Faignant moved to request Kevin draft a response directly instead of just providing his recommendations to the board. Mr. Denardo seconded the motion. The motion passed 5-0.


Kirsten Hathaway Rutland Town Clerk/Treasurer:

  1. Presented a liquor license to be signed from Midway Mobil. They are changing their business name and needed to update the license. Mr. Faignant moved to approve. Mr. Denardo seconded the motion. The motion passed 5-0.
  2. The town auditor will be coming to Town Hall September 4th to work on audit and can meet with the committee. A meeting will be warned for September 4th at 10AM.
  3. Tax bills have been mailed out and signs will be put up out front.
    1. Quite a few bills have been paid already.

Mike Rowe Rutland Town Recreation Director:

  1. The last day the pool will be open is August 24th.
  2. Soccer registration ends soon.
  3. Reviewed a recent meeting with the Army Corps of Engineers at Dewey Field regarding a possible expansion project. A letter of request has been sent to them.
    1. Funding would need to be provided for most of the materials, including the pavilion that is proposed. The Army Corps will come back with proposed costs.
    2. Discussed sources of funding, including funds from the recent Timber sale or the Mead Fund.
  4. Discussed parking along the side of East Proctor Road near Dewey Field. Parking is no longer allowed, but is still occurring. Some options to deal with it will be discussed at a police Committee meeting.

Byron Hathaway Rutland Town Road Commissioner:

  1. All the manholes along the railroad tracks from Seward Rd to Windcrest Rd have been found and marked.
  2. The line which needs to be inspected via camera needs to have the covers cleaned off. This can be done with the help of the fire department.
  3. The roadside mowing has been completed and the tractor will be going back to Clarendon. The Clarendon Select Board has talked with their road commissioner about the possibility of buying out our half of the mower at a future date. Nothing needs to be decided tonight.
  4. All of the paperwork related to the washout on McKinley Avenue has been submitted to FEMA and a check should be received in a few months.
  5. The new trailer is expected to be delivered tomorrow. The old trailer has been sold for $1500.
  6. A small, rented, excavator will be used over the next month to complete various projects around town.
  7. A bid request is out now for culvert work and will be available at the next board meeting.
  8. Discussed any pending MS4 projects coming up. None are known currently. Bill will contact Andres from Watershed Consulting to ask.
  9. Discussed the pavement markings on Route 7 North, especially the area of East Pittsford Road. Some of the lines and signs are conflicting and the shoulder is wide and cars have been using it as a turn lane. A site visit may be necessary.
  10. A Water & Sewer meeting at 10 AM on Friday the 23rd on Randbury Rd is planned to review the water line plans with Robert Clark and the property owners / tenants.


Chris Clark Rutland Town Fire Chief:

  1. Reviewed several calls the department has responded to including 2 house fires and some serious car accidents.
  2. Discussed with the board the aging extrication pump. A replacement option will need to be done. Some demos are being set up in the near future.
  3. The next meeting to discuss the replacement of McKinley Avenue fire station will be in September.

Ed Dumas Rutland Town Police Chief:

  1. Recent calls for service were provided.
  2. The new truck for the police department will be delivered tomorrow and the installation of the equipment will begin soon after.
  3. Interviews for the School Resource have begun and will be concluded tomorrow.

John Paul Faignant Town Health Officer

  1. Several dog bites have been reported recently, mainly dogs biting owners
  2. There have been several mold investigations lately with more to come.

Committee meeting updates:

  1. From the Water & Sewer committee meeting, 2 manholes on Windcrest Rd will be upgraded to be standard.
  2. From the Police Committee, discussed police coverage at the Diamond Run Mall. The Town Attorney will be contacted regarding this. Ms. Ashcroft will reach out.

 Mr. Faignant moved to adjourn. Mr. Denardo seconded the motion. The motion passed unanimously. The meeting was adjourned at 7:12 PM.

Respectfully submitted, Mr. Bill Sweet


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


Center Rutland, VT.