SELECT BOARD
AUGUST 12, 2014
The meeting was called to order at 7:30pm by Jim Heald. Raymond Tarbell and Tim Martin were
present. All stood and recited the Pledge of Allegiance. Jim welcomed everyone and requested that
speakers raise their hand to be recognized, state their name and keep remarks civil and short.
1. Additions/Deletions to the Agenda: There were five additions to the agenda:
VTrans Grant review letter
Route 103 rumble strip meeting
RRPC Town Plan approval process
Star Lake Dam Inspection report
VLCT PACIF property surveys
2. GMP Pole locations on Russellville Rd. This item was tabled from last meeting. The Town received
a petition from residents of Russellville Road regarding GMP’s plans for relocating electric lines
along the road, instead of the current line which runs through the interior of several properties. Tim
Upton (environmental dept.) and Carl Ojala (distribution director) from GMP were present. They
outlined the history of the project going back as far as 2010, from gathering easements from property
owners, site visits and reviews by ANR and the Act 250 permit approval in Dec. 2012. GMP changed
the new line running from an existing pole on the Shaw property to a new pole location across the
road on another property, as the Shaws did not grant the easement for theirs. GMP has all necessary
easements and permits to proceed with the project as is. Erin and Heather Shaw are asking that the
Selectboard find that the new pole location is not appropriate and that GMP keep the line where it is.
The Shaws believe that the proposed location in the highway ROW will be unstable in another flood
event such as Irene, and that the location does not meet the Act 250 requirements. After some
discussion between the parties, Jim Heald asked both parties to meet and try to come to a
compromise, which they agreed to do.
3. The minutes of the regular meeting of July 08 and the special meeting of May 27 were sent
out before the meeting for review. (The May 27 minutes should have been approved at the
June meeting, but were inadvertently missed.) There were no corrections or additions. Upon
motions made and seconded it was
VOTED: To approve the July 08 and May 27 minutes. (3-0)
4. Highways
Winter Sand: Jeff reported that Casella’s bid was $1.00 more than Pike’s. As Casella has not
provided a sand sample, he preferred to stick with the relatively coarse sand from Pike. The
Board all agreed. Eithier Trucking will deliver the sand.
Tarbellville Culvert
1) Jeff first reported on the proposal to move the streambed above the culvert, which could
eliminate the other two culverts above the one being replaced. If feasible, this could
eliminate up to $400,000 for replacement culverts in the future. There are some legal issues
with this, and a survey by Otter Creek will cost about $5,000. The Board agreed to the cost.
2) The bids for the culvert being replaced were made assuming a round culvert, and there is
some question about ledge. A design of a 6’X14’ 3-sided (open bottom) culvert would allow
for a shallower placement, but still requires footings 6 feet down. A test drilling for ledge
was inconclusive. The Board agreed that a better auger drilling should be done for ledge and
that the bids would need to be redone for the open bottom design.
Route 155 status – Dennis Devereux reported that he had written a letter to Secretary Searls of the
Agency of Transportation regarding the poor condition of Route 155 From East Wallingford to Weston. While the Agency agreed that the road needs work, budgetary issues mean there are no
plans for substantial work other than patching as needed along VT155. Dennis mentioned that he
will contact other legislative members from the area to push for paving, and suggested that a
citizen’s petition might be effective. The Board agreed to write a letter to the Agency.
Hortonville/Shunpike Roads: A resident complained about potholes on these two roads. This
year’s paving project is planned for Hortonville, which should take care of most of the problem
area. Jeff reported that Shunpike has been regraded and he will look at the pavement change
areas for possible improvements.
New Garage.
Jim Heald read a report from Jerry Hansen, providing a project progress thru the end of July (a
copy will be available at the town office). Mr. Hansen also approved the third payment request
from Josselyn Bros. The structural steel has been erected and the installation of banding and
fabric for roof insulation and roof panels in is progress. This phase of construction can be
affected by wind and rain conditions. Jeff noted that electricity to the building was installed
today.
VTrans had a Grant Review team look at documentation for the July 2013 storm damage grant for
Old Turnpike Road and the Town received a letter with the results of the visit. While they
suggested that the Town adopt a procurement policy, the Town was commended for our readiness
for a FEMA audit, if one should happen.
5. Report of Treasurer
David Johnson presented an income and expense statement dated July 31, 2014 showing cash
balances of $1,194,429. Property taxes have started coming in. The State Adjustments are down
about $58,000 from last year, but that may change with late tax filers. The first quarter State
highway aid has been received. No notable expenses with only one month in the fiscal year. The
new garage bills are about ½ of total project.
Advances to U39 and MH Elementary – David requested that the Board authorize advances to
both schools, as the exact school payment schedules will not be known until mid-September
(usual timeframe) and the schools will have expenses before then. Upon motion made and
seconded it was
VOTED: To authorize David to advance $100,000 to each school until the exact payment
schedule can be determined. (3-0)
External Audit – David asked if the Board wished to continue with Jeff Bradley for an external
auditor or look for other bids. David would hope to begin the audit in September unless other
bids were needed. Upon motion made and seconded it was
VOTED: To continue with Jeff Bradley as external auditor. (3-0)
6. Primary Election – August 26th
Susan Covalla, Town Clerk, reported that the primary election will be held on Tuesday, August 26th
,
at the Town Office with voting from 10am – 7pm. Voters will receive four ballots (one for each
party), choose which party’s ballot they wish to vote on, and the others are thrown away.
7. Planning Commission
Hazard Mitigation Plan – The committee met on July 31st with Laura Keir from RRPC to
continue the updating of the Town’s plan. She will finalize the plan and send to committee
members for review. The process for the plan’s adoption and approval includes a 15-day public
comment period, review and approval by the Northwest RPC, the State Hazard Mitigation Officer
and then FEMA Region 1.
VTrans is planning to hold a public information meeting on the installation of rumble stripes
along the length of Route 103. Susan Schreibman is coordinating a meeting for the Rutland
County towns involved and requested Mount Holly host it. The Board agreed to hold the meeting
on September 09 at 6:30pm at the school gym. The regular Selectboard meeting will follow at
the school. RRPC sent a letter to clarify and simplify the process RRPC will be using to approve town plans
and the planning process. This information was forwarded on to the Planning Commission.
8. Star Lake Dam Reconstruction – Update
The Town received the Star Lake Dam Inspection Report from the State. Ron Unterman noted
it’s pretty much the same as previous years and the State is glad we are moving on.
Ron Unterman reported on conversations with Dubois and King, State engineers and other parties
to relook at an option for the dam (overtopping dam design). This design would consider the
1000 year flood time period over 48 hours rather than 24 hours. The resulting change in design
means not raising the dam level as high, no parapet wall, (lower costs) and probably no need to
get easements from the property owners. The lake will still be raised to the historical level (18
inches higher).
9. Other Business
VLCT PACIF performed property surveys on the old garage and the town office. As a result, the
replacement values for both buildings were raised, and the town’s premium will increase for the
2015 calendar year.
ATV committee update – Don Patch presented a proposed ordinance regarding ATV use on town
roads. (A copy of the proposal is available at the Town Office.) The committee felt that ATV’s
are used on town roads now (illegally) and an ordinance would provide a structure for allowing
legal use of approved town highways while protecting the health and safety of all vehicle
operators, residents and property. They recommended opening a couple of non-paved roads on a
trial basis for one year.
Comments from those attending (including one non-resident) covered numerous topics including
but not limited to: accidents have already occurred with illegal use; ATV’s are not designed for
use on roads; 27 towns and clubs covering multiple towns allow it; would allow handicapped
people to move around (state law allows handicapped hunters to use them); possible liability
issues for the town; education issues of both residents and riders; handling of complaints or
enforcement issues not resolved; concerns that ATV’s will begin to use VAST trails.
Upon motion made and seconded, it was
VOTED: To table the proposed ATV ordinance to a future meeting (2-1, T. Martin
dissented).
New England Clean power Link Project (NECPL), a proposed 1000 MW electrical transmission
line to run along Route 103, has scheduled a public open house meeting on Thursday August 21
at the Town Office from 6:00pm to 8:00pm.
Okemo Act 250 Application Amendment – Okemo has filed an amendment to the Act 250 permit
to allow construction of the chair storage building for the new lift.
VT ANR – announced planned stewardship activities in Okemo State Forest, to include relocation
of two sections of the Healdville Trail, trailhead maintenance, and two culvert replacements on
Mountain Road.
The Town’s DUNS# number registration was updated on July 10 (required annually). Don Patch
noted that the NIMS compliance will also be required for FEMA grants (requires certain town
officials to have completed various levels of NIMS certification courses).
10. Executive Session – None needed.
11. The Board reviewed and signed the July orders for payment.
There being no further business, the meeting was adjourned at 9:32 pm.Respectfully submitted,
Rhonda Rivers
Minutes are DRAFT until approved at a Select Board meeting. Approved on: _______________
AUGUST 12, 2014
The meeting was called to order at 7:30pm by Jim Heald. Raymond Tarbell and Tim Martin were
present. All stood and recited the Pledge of Allegiance. Jim welcomed everyone and requested that
speakers raise their hand to be recognized, state their name and keep remarks civil and short.
1. Additions/Deletions to the Agenda: There were five additions to the agenda:
VTrans Grant review letter
Route 103 rumble strip meeting
RRPC Town Plan approval process
Star Lake Dam Inspection report
VLCT PACIF property surveys
2. GMP Pole locations on Russellville Rd. This item was tabled from last meeting. The Town received
a petition from residents of Russellville Road regarding GMP’s plans for relocating electric lines
along the road, instead of the current line which runs through the interior of several properties. Tim
Upton (environmental dept.) and Carl Ojala (distribution director) from GMP were present. They
outlined the history of the project going back as far as 2010, from gathering easements from property
owners, site visits and reviews by ANR and the Act 250 permit approval in Dec. 2012. GMP changed
the new line running from an existing pole on the Shaw property to a new pole location across the
road on another property, as the Shaws did not grant the easement for theirs. GMP has all necessary
easements and permits to proceed with the project as is. Erin and Heather Shaw are asking that the
Selectboard find that the new pole location is not appropriate and that GMP keep the line where it is.
The Shaws believe that the proposed location in the highway ROW will be unstable in another flood
event such as Irene, and that the location does not meet the Act 250 requirements. After some
discussion between the parties, Jim Heald asked both parties to meet and try to come to a
compromise, which they agreed to do.
3. The minutes of the regular meeting of July 08 and the special meeting of May 27 were sent
out before the meeting for review. (The May 27 minutes should have been approved at the
June meeting, but were inadvertently missed.) There were no corrections or additions. Upon
motions made and seconded it was
VOTED: To approve the July 08 and May 27 minutes. (3-0)
4. Highways
Winter Sand: Jeff reported that Casella’s bid was $1.00 more than Pike’s. As Casella has not
provided a sand sample, he preferred to stick with the relatively coarse sand from Pike. The
Board all agreed. Eithier Trucking will deliver the sand.
Tarbellville Culvert
1) Jeff first reported on the proposal to move the streambed above the culvert, which could
eliminate the other two culverts above the one being replaced. If feasible, this could
eliminate up to $400,000 for replacement culverts in the future. There are some legal issues
with this, and a survey by Otter Creek will cost about $5,000. The Board agreed to the cost.
2) The bids for the culvert being replaced were made assuming a round culvert, and there is
some question about ledge. A design of a 6’X14’ 3-sided (open bottom) culvert would allow
for a shallower placement, but still requires footings 6 feet down. A test drilling for ledge
was inconclusive. The Board agreed that a better auger drilling should be done for ledge and
that the bids would need to be redone for the open bottom design.
Route 155 status – Dennis Devereux reported that he had written a letter to Secretary Searls of the
Agency of Transportation regarding the poor condition of Route 155 From East Wallingford to Weston. While the Agency agreed that the road needs work, budgetary issues mean there are no
plans for substantial work other than patching as needed along VT155. Dennis mentioned that he
will contact other legislative members from the area to push for paving, and suggested that a
citizen’s petition might be effective. The Board agreed to write a letter to the Agency.
Hortonville/Shunpike Roads: A resident complained about potholes on these two roads. This
year’s paving project is planned for Hortonville, which should take care of most of the problem
area. Jeff reported that Shunpike has been regraded and he will look at the pavement change
areas for possible improvements.
New Garage.
Jim Heald read a report from Jerry Hansen, providing a project progress thru the end of July (a
copy will be available at the town office). Mr. Hansen also approved the third payment request
from Josselyn Bros. The structural steel has been erected and the installation of banding and
fabric for roof insulation and roof panels in is progress. This phase of construction can be
affected by wind and rain conditions. Jeff noted that electricity to the building was installed
today.
VTrans had a Grant Review team look at documentation for the July 2013 storm damage grant for
Old Turnpike Road and the Town received a letter with the results of the visit. While they
suggested that the Town adopt a procurement policy, the Town was commended for our readiness
for a FEMA audit, if one should happen.
5. Report of Treasurer
David Johnson presented an income and expense statement dated July 31, 2014 showing cash
balances of $1,194,429. Property taxes have started coming in. The State Adjustments are down
about $58,000 from last year, but that may change with late tax filers. The first quarter State
highway aid has been received. No notable expenses with only one month in the fiscal year. The
new garage bills are about ½ of total project.
Advances to U39 and MH Elementary – David requested that the Board authorize advances to
both schools, as the exact school payment schedules will not be known until mid-September
(usual timeframe) and the schools will have expenses before then. Upon motion made and
seconded it was
VOTED: To authorize David to advance $100,000 to each school until the exact payment
schedule can be determined. (3-0)
External Audit – David asked if the Board wished to continue with Jeff Bradley for an external
auditor or look for other bids. David would hope to begin the audit in September unless other
bids were needed. Upon motion made and seconded it was
VOTED: To continue with Jeff Bradley as external auditor. (3-0)
6. Primary Election – August 26th
Susan Covalla, Town Clerk, reported that the primary election will be held on Tuesday, August 26th
,
at the Town Office with voting from 10am – 7pm. Voters will receive four ballots (one for each
party), choose which party’s ballot they wish to vote on, and the others are thrown away.
7. Planning Commission
Hazard Mitigation Plan – The committee met on July 31st with Laura Keir from RRPC to
continue the updating of the Town’s plan. She will finalize the plan and send to committee
members for review. The process for the plan’s adoption and approval includes a 15-day public
comment period, review and approval by the Northwest RPC, the State Hazard Mitigation Officer
and then FEMA Region 1.
VTrans is planning to hold a public information meeting on the installation of rumble stripes
along the length of Route 103. Susan Schreibman is coordinating a meeting for the Rutland
County towns involved and requested Mount Holly host it. The Board agreed to hold the meeting
on September 09 at 6:30pm at the school gym. The regular Selectboard meeting will follow at
the school. RRPC sent a letter to clarify and simplify the process RRPC will be using to approve town plans
and the planning process. This information was forwarded on to the Planning Commission.
8. Star Lake Dam Reconstruction – Update
The Town received the Star Lake Dam Inspection Report from the State. Ron Unterman noted
it’s pretty much the same as previous years and the State is glad we are moving on.
Ron Unterman reported on conversations with Dubois and King, State engineers and other parties
to relook at an option for the dam (overtopping dam design). This design would consider the
1000 year flood time period over 48 hours rather than 24 hours. The resulting change in design
means not raising the dam level as high, no parapet wall, (lower costs) and probably no need to
get easements from the property owners. The lake will still be raised to the historical level (18
inches higher).
9. Other Business
VLCT PACIF performed property surveys on the old garage and the town office. As a result, the
replacement values for both buildings were raised, and the town’s premium will increase for the
2015 calendar year.
ATV committee update – Don Patch presented a proposed ordinance regarding ATV use on town
roads. (A copy of the proposal is available at the Town Office.) The committee felt that ATV’s
are used on town roads now (illegally) and an ordinance would provide a structure for allowing
legal use of approved town highways while protecting the health and safety of all vehicle
operators, residents and property. They recommended opening a couple of non-paved roads on a
trial basis for one year.
Comments from those attending (including one non-resident) covered numerous topics including
but not limited to: accidents have already occurred with illegal use; ATV’s are not designed for
use on roads; 27 towns and clubs covering multiple towns allow it; would allow handicapped
people to move around (state law allows handicapped hunters to use them); possible liability
issues for the town; education issues of both residents and riders; handling of complaints or
enforcement issues not resolved; concerns that ATV’s will begin to use VAST trails.
Upon motion made and seconded, it was
VOTED: To table the proposed ATV ordinance to a future meeting (2-1, T. Martin
dissented).
New England Clean power Link Project (NECPL), a proposed 1000 MW electrical transmission
line to run along Route 103, has scheduled a public open house meeting on Thursday August 21
at the Town Office from 6:00pm to 8:00pm.
Okemo Act 250 Application Amendment – Okemo has filed an amendment to the Act 250 permit
to allow construction of the chair storage building for the new lift.
VT ANR – announced planned stewardship activities in Okemo State Forest, to include relocation
of two sections of the Healdville Trail, trailhead maintenance, and two culvert replacements on
Mountain Road.
The Town’s DUNS# number registration was updated on July 10 (required annually). Don Patch
noted that the NIMS compliance will also be required for FEMA grants (requires certain town
officials to have completed various levels of NIMS certification courses).
10. Executive Session – None needed.
11. The Board reviewed and signed the July orders for payment.
There being no further business, the meeting was adjourned at 9:32 pm.Respectfully submitted,
Rhonda Rivers
Minutes are DRAFT until approved at a Select Board meeting. Approved on: _______________
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