Mar
20
2017

03-20-2017 Selectboard Meeting

Town Of Fairlee Town Hall
75 Town Common Road
Fairlee, Vermont 05045
Monday, March 20, 2017

6:00 p.m.  CALL TO ORDER

PRESENT:

  • Selectboard Members: Cathy McGrath (Chair); Peter Berger (Vice-Chair), Frank J. Barrett, Jr.
  • Town Administrator: Brian Hanson
  • Minutes Clerk: Stephanie A. Taylor
  • Visitors: Jason Bachus

AGENDA MODIFICATIONS:

MOTION: Peter Berger/Frank J. Barrett (moved and seconded) made a motion to accept agenda with modifications. The vote passed unanimously.

PROGRESS/REVIEW OF OLD BUSINESS:

Town Administrator Brian Hanson distributed a site plan for the new septic system for the Town of Fairlee Town Hall. The Town of Fairlee Selectboard members discussed the option of a leach field shared with the adjacent church. It was agreed to open a discussion with the church trustees to discuss the septic disposal needs for each facility.

Cathy McGrath described efforts by Town of Fairlee staff and volunteers from the Fairlee Historical Society to organize two public tours of the Town of Fairlee Town Hall. The tours will be called “Top to Bottom Tours” and will showcase the historic features of the building. The tours will be held on Saturday March 25th from 11am to 12:00pm and Thursday March 30th from 6:00pm to 7:00pm. A discussion of the benefits of renovating the hall this year will be held following each tour.

Peter Berger emphasized that the Town of Fairlee Town Hall heating system will need to be modernized soon whether or not the bond revote passes.

The bond information sessions will be held on Wednesday April 5, 2017 at 7:00pm and Thursday April 13, 2017 at 7:00pm.

STAFF & PUBLIC COMMENTS:

The Chief of Police, Jason Bachus, notified the Town of Fairlee Selectboard that he purchased a ballistic vest for $700 to increase his safety during police emergencies with high caliber weapons. He asked the Town of Fairlee Selectboard to approve a reimbursement.

MOTION: Frank J. Barrett, Jr./Peter Berger (moved and seconded) made a motion to approve the reimbursement of $700 for the ballistic vest. The motion passed unanimously.

PLANNING:

Cathy McGrath gave a PowerPoint presentation describing an integrated planning process that the Town of Fairlee Selectboard could utilize to increase communication with Town of Fairlee departments. She would like to be able to measure progress on the basis of one year and three year operating plans/budgets with departments. Will need to report progress on objectives to town residents.

Frank J. Barrett, Jr. would like to use this approach to facilitate multi-year budgeting for Town of Fairlee departments. This would provide a long-range perspective as compared with budgeting on an annual basis.

Peter Berger suggested that the Town of Fairlee Selectboard needs more background information/specific data to support meeting discussions. Are departments functioning at the level they need to be? Profits and losses need to be brought into line. Discussions with the water and highway departments need to be prioritized.

Frank J. Barrett, Jr. suggested that Town Administrator Brian Hanson work with Tata & Howard to develop a framework. This would help determine which questions need to be asked and what type of data needs to be gathered with regard to the water system and the road system.

NEW BUSINESS:

The Town of Fairlee Selectboard discussed protocol regarding electronic communications between meetings. Cathy McGrath advised that no decisionmaking via email is acceptable but basic dissemination of information by email is acceptable. The Town of Fairlee Selectboard would like background information distributed by the Thursday before each meeting. If this is not possible the topic should be discussed at a later meeting.

Frank J. Barrett, Jr. suggested that VLCT be asked for information on rules governing electronic communications between Selectboard members. He emphasized that tasks can be assigned but no decisions can be reached.

Frank J. Barrett, Jr. would like to inquire whether VLCT has information about multi-year budgeting. Cathy McGrath and Town Administrator Brian Hanson will survey other towns including Norwich to find out their approaches to multi-year budgeting.

Peter Berger noted that All Access Infotech is being paid to provide IT support to the Town of Fairlee staff. Town Lister Noel Walker has also been assisting with computing technology needs. Service from All Access Infotech has not been adequate. Cathy McGrath requested that this topic be discussed at a future meeting.

BOARD ORDERS/CORRESPONDENCE:

The orders were presented to the Town of Fairlee Selectboard for signatures. These included three excess weight permits.

STAFF COMMENTS:

Town Administrator Brian Hanson noted that the Legislators will be present beginning at 5:30PM on Monday March 27, 2017.

Town Administrator Brian Hanson announced that there will be a meeting of the Vermont Rural Water Association on May 3-4, 2017.

Town Administrator Brian Hanson noted the meeting scheduled for Tuesday March 21 at Tata & Howard regarding the water tank litigation. Gary Leach, Principal Engineer and Tim Shaw will be present. The meeting is considered an executive session since a legal matter is being discussed.

Town Administrator Brian Hanson distributed a tax map maintenance proposal that Town Lister Noel Walker had reviewed.

Town Administrator Brian Hanson distributed a liquor license for Chapman’s store for signature.

Town Administrator Brian Hanson distributed the “Declaration for Official Intent for the Bond” and the warning which require the signatures of the Town of Fairlee Selectboard.

NEW BUSINESS Continued:

MOTION: Peter Berger/Frank J. Barrett, Jr. (moved and seconded) made a motion to adopt the “Declaration for Official Intent for the Bond.” The motion passed unanimously.

MOTION: Peter Berger/Frank J. Barrett, Jr. (moved and seconded) made a motion to adopt the warning for the bond revote on April 25, 2017. The motion passed unanimously.

Town Administrator Brian Hanson noted that the Town of Fairlee Local Emergency Operations Plan is in effect. Cathy McGrath will need to take an online emergency preparation course.

Peter Berger noted that the Town of Fairlee Selectboard needed to adopt a signatory.

MOTION: Peter Berger/Frank J. Barrett, Jr. (moved and seconded) made a motion to appoint Cathy McGrath as Town of Fairlee Selectboard signatory in lieu of a Town of Fairlee Selectboard meeting. The motion passed unanimously.

MINUTES:

MOTION: Peter Berger/Frank J. Barrett, Jr. (moved and seconded) made a motion to approve the minutes of March 13, 2017 with corrections.  The motion passed unanimously.

NEW BUSINESS continued:

MOTION: Peter Berger/Frank J. Barrett, Jr. (moved and seconded) to approve 2017 appointments as voted on during Town Meeting. The motion passed unanimously.

ACTION ITEMS:

  • Meeting with Legislators on March 27
  • Cathy McGrath will meet with Brian Hanson to develop schedule for departmental planning and Selectboard meetings (buildings and grounds, water and highways)
  • Results of meeting on water tank litigation with Tata & Howard
  • Town Hall Tours on Saturday March 25th and Thursday March 30th
  • Update from Bob Haines
  • Zoning Board of Adjustment – property north of Cumberland Farms

ADJOURN: – Time 8:37 p.m.

MOTION: Cathy McGrath/Peter Berger (moved and seconded) made a motion to close the meeting. The motion passed unanimously.

Attest: Stephanie A. Taylor
Minutes Clerk