Aug 18

8/18/2008

Town of Johnson
Selectboard Meeting
Monday, August 18, 2008- 7:00 PM
Upstairs, Johnson Municipal Building

Approved Minutes

Selectboard members present: Eric Osgood-chair, Franklin Hooper, Brad Reed

Others present: Duncan Hastings-Administrator, Rosemary Audibert-Town Clerk, Steve Smith-Road Foreman, Lois Frey, Rose Warner, Sheldon Osgood, John Roman, Walter Pomroy, Dean West, Lea Kilvadoyva, and Sara Haskins

Eric called the BCA meeting to order at 7:00 PM in order to review the BCA meeting minutes from July 7th and August 14th.

Franklin made a motion to approve the minutes with the change to add the word State Statute to the July 7th BCA minutes and to approve the Aug 4th minutes as submitted. Brad seconded the motion. All voted in favor the motion passed.

A copy of the decision was sent to the VT Studio Center, the signed receipt has already been returned that they have received the decision.

The BCA meeting was adjourned at 7:06 PM and the regularly scheduled Selectboard meeting was opened immediately following.

The Board reviewed and signed orders.

Draft minutes
The pending minutes from May 12, June 16, July 21 and Aug 4th meetings were discussed. It was determined that the May 12th and June 16th had too many errors to approve and should be tabled until a future meeting. Brad made a motion to approve the draft minutes from July 21st and August 4th as submitted. Rocky seconded the motion. All voted in favor and the motion passed.

Treasurer’s Report
· Friday was Sara’s last day. They have received 50 applications for the position. They have reviewed the applications and conducted 5 interviews. They plan on interviewing 12 to 15. Rosemary asked if the Board would like a member to be present at the second interview. Eric agreed to represent the Board.
· Larry Jensen is in the process of ordering a new computer server. He is working with NEMRC and equinox to make sure there is compatibility with the software.
· Last years budget close out is almost finalized, when it is Rosemary will post the new figures and send the budget figures around.
· There is $111,000 in delinquent taxes from last year. There is about $120,000 late from the first installment. A line of credit might not be necessary.
· A short term loan for the truck purchase has been executed with an interest rate of 3.5%. We will apply for a Municipal Equipment Loan in October and should know the results by December.

Road Commissioner/ Road Foreman Report
· Since the last meeting there has been 8.2” of rain
· The new truck is in Morrisville at HP Fairfield equipment facility waiting to be fitted with a body and snow removal equipment
· Our 1995 truck was sold to a gentleman from NY for $10,500 which is twice what we would have received for it if we had traded it in.
· On August 2nd East Johnson received very heavy rain which caused some washouts on Hoag Rd, Sinclair Rd, and Rocky Rd. There have seen be repaired but the class IV section of Sinclair received major damage. Steve has received a highway permit with fee asking for gravel to help in the repair of this road which needs ditching, gravel and a grader.
· Steve spoke with a salesman from Gorman Brothers this morning. He hoped to be here this week to reclaim the paved portion of the Wescom Rd. Duncan and Steve discussed the paving situation and both believe that the town can’t afford to pave the full length of the Wescom Rd.
· The bridges have been washed.
· Two three foot culverts were replaced last week, one on Rocky Rd and one at the intersection of Tree Farm Rd and Ober Hill.
Eric suggested that the Town Crew take pictures of the washouts in case there are any FEMA funds from the heavy rains. Eric also asked the status on the powerhouse bridge. Steve let the Board know that GW Tatro had been contacted and Pete Dodge is in the process of also submitting one. Duncan contacted AOT and was told they could just hire someone to do the work since we got no responses from the RFP. Eric was concerned that there might be safety issues that should close the bridge down. Steve explained that the State just inspected the bridge and did not have any immediate safety concerns.

The status of class IV roads was discussed in regard to the application Steve had. Paul Whelan has submitted a highway permit and hired Pete Dodge to do the work on the road. Steve did not feel that the 75 yards per applicant would be enough to do much work on the road that was severely damaged in the storms; he felt that 200 yard would be closer to what is needed. Discussion followed about the amount of class IV roads in Johnson and if the policy should be changed or if more than one person could be on the application. It was also reminded that the $75 application fee was getting 75 yards of gravel plus the right to work in the Town right of way. Brad made a motion to keep the policy as is that each applicant is authorized up to 75 yards of Town supplied gravel to fix a class IV road, not a private driveway with the purchase of an access permit. Franklin seconded the motion. All voted in favor. The motion passed.

Selectboard Concerns
Eric raised the concern that a joint site visit meeting should be set with the Trustees to tour the Talc Mill property. Duncan explained that an agreement with both Boards needed to be made soon in order to submit an application for a salt shed in September. A meeting was scheduled for September 8th at 4:00 and the Board agreed to invite Steve Smith, Steve Towne & Lea Kilvadoyva.

Brad brought up his concern for dogs on the Legion Field. He did not feel that the two signs were enough. Eric said that Dick Lemay should be called and if the down owners were breaking the ordinances to issue fines. Duncan spoke with David Jones the constable from Cambridge regarding his interest in being a backup second constable. Eric expressed his concern that civic positions in the Town have been hard to fill and he is also concern for Dick's health and availability. Franklin made a motion to hire David Jones as second constable on an as needed basis and invite him to the next meeting to meet him and learn about his experience. Brad seconded the motion. All voted in favor. The motion passed.

Appearance by Local Citizens:
Members of the Main Street Committee came to the meeting to make an informational presentation on the status of the Main Street project, they are not asking the Board to take any action at this point. This is the second conversation before completing the conceptual plans. There are three major phases in the Main Street project. Phase A is the conceptual design stage, Phase B is finalizing the permits and Phase C is the actual construction. Phase A is almost complete and the goal is to begin phase C in 2010. The Main Street Committee informed the Board that they have terminated their contract with Kevin Russell as the Main Street Municipal Project Manager (MPM) and Lea Kilvadoyva has been appointed MPM. Lea provided the Board with maps and explained the project designs. Lea explained the progress that they have made in the design phase thus far. Bobby Hoag has agreed to close his driveway on Main Street and open a new driveway on Railroad St. There will be changes made to the Pearl St intersection. It will be changed to a three lane road with a right hand turn lane. The cross walk will need to be moved to the left-hand side to make it safer. Discussion followed regarding the visibility with the trees and the type of trees what will be planted. AOT is in the process of reviewing the plans, after they receive a response they will begin to work with them on their comments. There will be a public hearing in October to finalize phase A. Walter explained to the Board that now that Lea is serving as the MPM more hours will be required for this project than she was in her work plan. The Main Street Committee has spoken with the Trustees and they have agreed to let Lea change her work schedule. He also explained that even though her hours may be monopolized by the Main Street project, her hours working on the project will be reimbursed by the grant. Lea thinks that she will be able to adjust her work plan for the next year, but if any new big projects come up she may need to come back to the Boards. The Board agreed that it was fine for Lea to reprioritize her work plan.

The Selectboard meeting was temporarily suspended at 8:30 PM to open the Public
MINUTES FROM PUBLIC MEETING RE: SUBMISSION OF GRANT APPLICATION TO THE TRANSPORTATION ENHANCEMENT GRANT PROGRAM

The public meeting was held during the Town of Johnson Selectboard meeting on Monday, August 18, 2008. Three out of five Selectmen attended. The Selectmen in attendance were Eric Osgood, Franklin Hooper, and Bradley Reed.

Eric Osgood, Chair of the Selectboard, opened the public meeting at 8:25 P.M.

Lea Kilvadyova, Johnson Community & Economic Coordinator, explained the purpose of the public meeting. She then presented the outline of the project and project budget.

The presentation of the grant application was followed by a brief summary of the work the Johnson Rail Trail Committee pertaining to the Lamoille Valley Rail Trail trailhead assessment. Lea explained how the Committee’s work tied into the purpose of the grant application.

John Roman, member of the Johnson Rail Trail Committee, introduced himself and walked through the format of the trailhead assessment sheets that the Committee mailed to the Selectboard.

Bradley Reed, member of the Selectboard, asked about the project budget. He wanted to know in which fiscal year the Selectboard would need to budget for the matching funds. Lea responded that the match should be budgeted for in the 2009/2010 fiscal year.

The Selectboard expressed their continued support for the trailhead assessment/planning effort. (Note: The Selectboard has already expressed their intent to apply for the TE grant in June 2008). The Selectboard endorsed the project budget and agreed to provide the necessary matching funds.

Duncan Hastings, Municipal Administrator, brought up a request from the Friends of the Lamoille Valley Rail Trail, for a letter of support for their TE grant application. The Selectboard agreed to provide the letter and tasked Lea with writing the letter. The Selectboard also agreed to request a letter of support from the Friends for the Town’s grant application.

The public meeting adjourned at 8:53 P.M.

Hearing on the Enhancement grant and was reopened at 8:53 PM.

Administrator’s Report
· Discussion took place surrounding paving projects in Town and the priority of where funds should be used. Sheldon & Jeannie Osgood made an offer to the Town to loan the Town $20,000 to repave the Wescom Rd that is in bad condition. Another road in need of repair is the Plot Rd. Steve Simpson advised Duncan that putting a sand seal on the Plot Rd as originally thought would be a waste of money. Various options were discussed as how to best use the money in the paving budget. One idea was to repave only the currently paved portion of the Wescom Rd and not pave the whole road as the Osgood’s had requested. The concern was that the Plot Rd was a much more heavily traveled road than the Wescom Rd. Franklin asked if there was anything in the Harvey’s Act 250 permit that required them to repave the Wescom Rd. Duncan informed the Board that there was not. There is currently $75,000 in the paving budget. Duncan thought it would take $60,000 to repave the Wescom Rd and that would only leave $15,000 to top coat the Plot Road. Steve Smith suggested only putting a base coat on the Wescom Rd for this year and complete the Plot Rd. Sheldon Osgood made a new offer to the Town that he would still offer $20,000 to the Town to fix the road but instead of paying it back in a one time lump sum that it could be taken off his taxes each year until paid in full. Duncan explained although that was one of the most generous offers he has ever heard made to the Town; he did not think it could be done given the changes in Act 60 and 68 regarding statewide collection education taxes. After a lengthy discussion the Board agreed to reclaim the existing pavement and re-pave only that section of Wescom Rd and put the rest of the money towards the top coat of the Plot Rd. Duncan and Steve will look further into this. Brad thanked Sheldon Osgood for his generous offer.
· There was a letter of resignation from Sara Haskins. Brad made a motion to accept her letter of resignation with regret that she is leaving. Franklin seconded the motion. All voted in favor, the motion passed.
· Duncan received a letter from Cargill with a quote for deicing salt. The group purchase that VLCT was trying to set up did not work; they did not have anyone bid on this area so Cargill sent a bid based on the VLCT figures. The quote is about $9 to $10 more a ton than last year. It was suggested that there should be a clause added to the contract about if they run out of salt there would be a penalty. Duncan did not think this would work. The Board decided to research other options in Lamoille County and what other Towns were going to do. There were also concerns surrounding a fuel charge in the contract. Duncan will look into this.
· The ATV club asked the Town to renew their permit to do work on Codding Hollow Rd. Lois Frey expressed concerns with their trail work and brought photographs of the site. Lois explained that it appears the ATVs are creating new roads when the old ones get bad. Lois hasn’t had a chance to speak with John Lavanway yet about how many Johnson residents are members of the club. Lois said that they have done a very nice job on the parking lots, but it is very discouraging that the trails are in the condition that they are in and that more are being made. The Board agreed to hold off signing the permit and would ask John Lavanway to attend the next meeting along with the Conservation Committee. Duncan will notify John.
· A noise waiver was submitted by Michela Moodie for a wedding reception at Field Days August 30th from 3:00 to midnight. Franklin made a motion to sign the noise waiver. Brad seconded the motion. All voted in favor. The motion passed.
· The Department of Taxes sent a letter to renew the annual software agreement for the PV&R computer software. Brad made a motion to authorize Eric to sign the agreement. Franklin seconded the motion. All voted in favor, the motion passed and Eric signed the agreement.
· There was a form from VLCT to send a voting delegate to the Town Fair from the Town. Discussion took place because Eric is usually the appointed person, but there may be a conflict of interest for him to be a delegate now that he is a member of the VLCT Board. Brad made a motion to appoint Eric as the delegate and Duncan as a backup if Eric is unable. Franklin seconded the motion. All voted in favor and the motion passed.
· There was a letter submitted from Ken Mason of Vtrans about a right a way agreement with the State. We need to execute an agreement letter with Dave Barra to get approved by VTrans for work on Pearl St.
· Duncan let the Board know that the Town Fair is Oct 2nd in Killington and he has information for those interested in attending. There is also a form for the Town Fair award if the Board would like to nominate anyone.
· Frank Manchester submitted a letter requesting a travel stipend to attend execute committee meetings for the Solid Waste District. Discussion followed surrounding if a fixed rate stipend, mileage and/or hourly rate stipend should be awarded. The Board felt that Frank had been doing this Town service for several years with no pay and should be compensated something. They agreed to survey what other towns are paying for the position and will relook at this at budget time to include it in next year’s budget. Brad made a motion to pay the IRS set mileage rate to Frank for when he attends the meetings. Franklin seconded the motion. All voted in favor and the motion passed.
· Aramark submitted a request to cater at JSC Sept 26 & 27th. Franklin made a motion to authorize Rosemary to sign the catering request. Brad seconded the motion. All voted in favor and the motion passed.
· PV&R sent a letter that the Town will be receiving $177,216 in pilot money. Only $140,000 was budgeted so this will help the budget.
· There is a dateline of September 30th to submit applications to the final round of storm water migration grant program. Duncan did not feel that there was anything that the Town could qualify for a grant for.

Old Business
There was an unsigned letter complaining of the numerous potholes on the Wescom Rd and asking the Board to fill them in. The Board discussed that there have been a lot of complaints on the condition of the Wescom Rd. Rocky agreed that the road is in very bad condition. Eric asked Duncan to talk to Steve and make sure that he will patch them.

The was an email from VLCT stating that the policy was ok to provide applicants purchasing access permits on class IV roads 75 yards of gravel.

The Board discussed the facilities use program that has not been adopted. There was discussion surrounding alcohol use and whether it sound be prohibited from all Town properties. Franklin made a motion to accept the Town & Village Facilities Use policy with the removal of the prohibiting alcohol use section. Brad seconded the motion. All voted in favor and the motion passed.

Lois invited anyone who is interested to tour the Gomo property, it is an easy walk.

The meeting was adjourned at 9:15 PM


Respectfully submitted,

Sara Haskins

Tags: