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Meeting of the Lincoln Selectboard

August 3, 2010

Attending: Barb Rainville, Brian Goodro, Les Tracy, Ann Kensek,  Will Sipsey, Elwin Isham, Dan Cram, Melvin Codding,  Floyd Hall, Mary Lu Harding, Mike Rainville, Eleanor Scully, Lance Lattrell

Barb called the meeting to order at 7pm.

Les Tracy:

  -Gave the Selectboard his monthly report.

  -Reviewed Spot Report from July 22 rain/windstorm

  -Ed Cleary called and said the new truck is in – it will be prepped and delivered   to Barre Tenco. Les will call back to see about the cab and chassis. The truck is almost a month late because of manufacturing timing. Discussion on payment.

  -The heavy rain has been making keeping the roads in good shape difficult- tough week work wise and weather wise.

Dan Cram- Cemetery Mowing-

  -Gave a price of doing all the old cemeteries for $600. There is lots of weed whacking to be done in addition to the mowing. He would give the same price for next year on a two-year contract, and will do the Quaker Street Cemetery 2X next year because of so much overgrowth. The Cemetery Association takes care of the two big cemeteries, and the Town takes care of the six smaller ones.

Brian Goodro made a motion to hire Dan Cram for 2years to maintain the six old cemeteries for $1,200-($600. each year). Barb seconded, motion passed.

Melvin Codding-

  -Wants to buy the tractor the Town has listed for sale on Craigslist. Discussion on price. Brian made a motion to sell the tractor/mower to Melvin for $6,500 as is, without any other consideration. No discussion, Barb called the vote, passed. A handwritten Bill of Sale will be needed. Les will write it up.

  -Melvin will bring a copy of his general liability insurance to the Town.

  - Melvin will start mowing in the middle of the month and will do two passes, as previously agreed. Discussion on wild parsnips and flowers beside the road.

Mary Lu Harding-

  -Expressed her thanks to the Les and the road crew and commented that the roads have been very good for the past two winters.

  -Gave all at the meeting copies of the Capital Plan from the Town Report. Discussion on how the vehicles are funded and refinanced.

  -Discussion on schedule of replacement of vehicles, estimates. Trucks go about 7-10 years. It’s best if they can be replaced in the 7-8 year cycle rather than waiting for 10 years, while they still have some trade in/resale value and before too much money has been put into repairs.

  -Mary Lu asked if/when the Town will ever be out of debt. Barb said in reality the Town will always have a debt because of trucks, Capital improvements, etc. Les pointed out that a Municipality has a different interest rate than the commercial rate, and fuel, etc. is tax-exempt. Trucks are bought at the State rate, which is less. Will Sipsey pointed out that the Town has to sign a non-arbitrage agreement, meaning that the Town can’t buy trucks at low rates and re-sell at a higher rate for profit.

  -Discussion on what truck will need to be replaced next. The ’04 Mack is probably next, for fiscal year 2012. Other vehicles: the grader should last 15-20 years; the front-end loader about 15 years; the back hoe needs repairs; the Ford Tractor/mower was just sold to Melvin Codding.

  -It will be hard to get out of the cycle of getting trucks all at once. Discussion on prolonging the life of the vehicles and spreading out the purchases. The Selectboard is working to create a schedule for purchasing trucks. Sometimes there are unforeseen circumstances that limit the life of a truck. Discussion on possible problems, such as an accident.

  -Mary Lu asked what trucks the Town needs.

  -One good, big truck

  -One back-up truck

  -One large, single axle dump truck

  -One smaller utility vehicle

Les pointed out that a municipal truck with 200,000  miles is like a regular vehicle with 400, 000 miles. It’s not the mileage, but the hours on the vehicle.

  -Mary Lu asked about the Accessories List from the Town Report- The Selectboard said the radios may or may not have to be replaced because the FCC is changing the requirements and our radios may not be able to be upgraded. The Board has spoken with a communications company about it and is working on it.

  -Discussion on what needs to be done to the Town’s roads to keep them safe and in good shape. Barb explained the grant the Town had for Robert Turner to do a road and culvert inventory with Les. There are 28 critical culverts as of now. If paving is to be done on a given road, the culverts will be replaced on that road  ahead of paving. All the dirt roads need gravel. Through the grant the Town now has information on each road and culvert so the Selectboard can effectively plan  level budgets that include road improvements.

Mary Lu asked what Townspeople  can do to help out, and what a trade off might be between cost and service level as well as what is are reasonable/normal expectations.

Discussion on expectation levels being high. People should have winter tires, not all-season radials. People should slow down, because it is speed that causes newly graded roads to washboard.

It takes three road crew workers four hours each to complete their routes and get the town plowed out. If the road  is not plowed right away and properly sanded and salted the snow turns to hard-packed ice. The plowing often stops around 9 pm so the road crew can rest. Even the State of Vermont does not stay out all night. The Town will be back at it early in the morning. Plowing schedules also depend on the timing of the storm.  Discussion on plow routes and priorities. Major arteries are cleared first for school busses and so fire and rescue can get through if necessary. Each crew member has an assigned route that they always plow.

Barb commented that if people have complaints, they should call the Selectboard, not the road crew. Most especially, people should not stop the road crew, who are hourly workers, to complain about taxes.  Les is working hard to save the Town money in the Highway budget.

Mike Rainville said that what seems like a Capital Plan (as presented in the Town Report) for the Town is in fact a Debt Service . The Capital Plan should have room for future truck purchases and road repairs, etc.  It’s not spent money; it’s planning for the future. Transfers from the General Fund even it out.  The road fund is the most volatile. He’d like to see the Town have better projections to make sure funding is sustainable for the long-term.

Mary Lu said she’d like to see two columns added to the  inventory of Town Assets list for next year’s Town Report: one for the year when the vehicle was bought, and one for  when it is anticipated the vehicle  will be replaced. It would also be helpful to split the list into major equipment and accessories.

Will Sipsey said that having a log of the trucks is helpful for FEMA and Grants, and that it is important to keep them separate.

Elwin Isham said a big issue was missed tonight, that of the road conditions and gravel.

Les said that in looking out to the future the Town needs a pit here, because it is so expensive to haul gravel. The pits here can’t be used unless it is an emergency, such as the 1998 flood. Elwin believes the Town needs to bite the bullet and float a bond to get the gravel the Town needs. According to Elwin, gravel replacement costs about $14,000 a mile.

Mary Lu expressed concern over the possible upcoming school bond.  Barb said the Town will not present a budget based on what the school needs. Brian said the Board is trying to do what they have to keep the Town going. For instance, they couldn’t afford not to do the paving with the availability of grants.

Eleanor Scully-

  -Barb Rainville moved to go into Executive Session at 8:11 pm with Eleanor Scully and Lance Lattrell to discuss Landfill issues and related Health Officer Issues. Brian seconded, motion carried.

  -Barb motioned to go out of Executive Session at 8:50 pm, Brian seconded, motion carried.

  - Barb motioned to create a talking/social zone on the far side of the metal dumpster, effectively immediately. Brian seconded, motion passed. People will no longer be allowed to hang out by the trucks, in the drop off zone, or anywhere on that side of the metal dumpster.  Lance will see that it gets taken care of, and Brian will serve as back-up.

  -The Selectboard will contact VLCT to see what teeth the Health Officer job has. There are several issues going on in Town right now. Barb will call and then get back to Eleanor.

Other Business

Pagers- Previous discussion on purchasing a pager for Les through Rinkers. Barb read the options. Discussion. The contract is not a lock-in- It is billed monthly, not yearly. Municipality gets a special rate.  Les is a working foreman and can’t sit by the phone. A pager would allow him to be contacted when necessary. The number would only be available to the Selectboard, the Town Office and the Road Crew. The Town can add another pager for no additional money. The pagers are about $120 a year and are alpha numeric. Floyd asked if he hears the road crew and Les calling on the radios and they can’t hear each other, can he relay messages- yes.

Brian made a motion to pick up a Memo Express pager as a cost of $29.00 for Les to use in time of emergency and when he is out on the road and can’t be reached. Barb seconded. Discussion. Vote was called, passed.  Barb will talk to Rinkers.

Grant, etc. update-

  -Preconstruction meeting tomorrow afternoon at 3 at the Town Office for ARPV (6) River Road.

  -Paperwork came today for the Cemetery Bridge. Parent’s Construction has been notified.

  -Paperwork came for the Truchon Bridge. The State wanted the Selectboard to sign off on a 10% match on project costs, but didn’t say how much that would be.  Barb emailed Mike Hedges to let him know. The new bridge is estimated to be in the 2-2.5 million dollar range, and everyone will be working to keep the costs down. This is standard operating procedure.  Costs will go up, not down, and the Town can’t afford not to repair/replace the bridge- it must be done. Town must budget appropriately.  The document commits the State to paying 90%- Town won’t get a better deal than that. The Town doesn’t have to have the money right now. The Selectboard signed the document.

  -Discussion on the Sidewalk Study Grant that ACRPC brought to the Town’s attention. The Board feels that until the Truchon Bridge is in the study would be a waste. No one knows yet how the bridge will be, so the grant seems like a waste of money. When ready, the Town could get back to it.

  -Discussion on traffic control during paving and construction projects in town and whether additional sheriff services would be helpful. Chris LaBerge talked to Les about traffic control.

  -Barb signed the Census Bureau 2010 Boundary Validation Program  confirmation paperwork. Ann will copy document and mail.

  -Culvert at the bottom of Cold Spring Road- The culvert has been inspected and the water flows well. Tree limbs were cleared out previously. No further action will be taken right now.

  -Culvert across from Lavarn’s: Les said it was put in by a previous road crew and is too small.  Between now and winter they will put in a 2 ft. culvert.

  -Reappointments- Barb motioned and Brian seconded to reappoint Will Sipsey as TAC delegate and Beanie Masterson as alternate. Barb Motioned and Brain seconded to reappoint Steve Revell and Dave D’Allienne as regional Planning Delegates and Tommie Thompson as alternate. All reappointments retroactive to July 1, 2010.

  -Discussion on the robberies in our town and the area. Homeowners need to call the State Police to notify them so the police can be aware of where the problems are. State Police have stepped up patrols. They are working with the Forest Service to dovetail services as there has also been an up-tick in the number of break-ins at trailheads.  Also, the Town has the Constables and Neighborhood Watch. The board would like to get the State Police, Sheriff, Constables and Neighborhood Watch here for a meeting.  Floyd will come to Town Office on Wednesday to help develop an email for the Town list and include phone #’s including best non-emergency phone number for the State Police. Brian will find out the best number to call. Once the email is written, Ann will send it to Brian to review before sending.

  -The Executive Session Policy was signed as adopted at the last meeting.

  -Discontinuance of Old Downingsville Road: Barb read George Vince’s letter and the petition by George Vince and Kim Smith for the Town to throw-up the section of Downingsville that the Town no longer uses. Discussion. Brian moved to proceed with the Discontinuance of Old Downingsville Road according to the petition submitted by George Vince and Kim Smith. Barb seconded. Further discussion. The Site visit will be September 21 at 6pm at the southern end of the old road with the Hearing to immediately follow at the Town Office. Ann will proceed with the necessary paperwork and notify George and Kim.

  -VLCT Town Fair delegate choice tabled until the next meeting.

  -Paramed Certificate was reviewed.

  -Resident’s letter of concern about a neighbor burning trash late at night was read. Health Officer Eleanor Scully will be notified.

  -A resident on Robinson Road requested more speed limit 25 signs to help curtail speeders.  The resident is encouraged to call the Sheriff’s dept. Town has a speeding ordinance.

  -Dechen Rhealt re: Vajra Dakini Nunnery -They will be having an event on September 9-12 and there will be 30 -50 additional cars on Downingsville Road.  People will be parking at Sunray and shuttled down to the Nunnery.  The Selectboard appreciates the notification.

  -The Animal Control Officer position will be reposted.

  -Shooting Ordinance- The State Police said there is already an ordinance in the book. The Game Warden can come to enforce it.

  -CVPS Update- Craig Breslan came to the last meeting and said everyone is on board for the easement except one Atkins Road resident. CVPS pole upgrades going up to the old Pallet Mill. CV will move the poles to where the Town wants them.

  -Discussion on roadside mowing on gravel roads. Particularly Atkins road- The Town will mow within the ROW because otherwise grass and hay grow up through the gravel.

  -Village pole removal update- The poles are gone. Dirt from across the street was used to fill the hole at the church and now bamboo is growing out of the hole.  It will need to be redug and the bamboo removed.

  -Correspondences were gone through.

  -Actuals were reviewed.  Les said he usually uses between 450-500 tons of sand, and we’re about $23,000 short. Before winter comes Les will have to get it from somewhere. He’ll keep an eye out for notice from the State on a group buy. Discussion on the Highway budget and culverts. $10,000 Road Improvement  line item is a slush fund and can be used where needed.

  -Discussion on the new Town Road Crew employee, Alfred Churchwell. He is working out well.

  -Orders were signed.

  -Barb wondered if the Town could save some money by mailing the Tax bills in bulk. Probably can’t be done that way because  the Town needs to get mail back that wasn’t deliverable. Discussion. Ann will ask Lisa.

  -Barb suggested the Town Office start stockpiling “Forever” stamps as the cost for postage will be going up again.

  -Les will call Charlebois to get the Freightliner repainted.

  -Tim Parent can call Barb at home about the Cemetery Bridge.

  -Barb motioned to accept the minutes of the July 20 Selectboard Meeting and the July 22 Special Working Meeting as presented. Brian seconded, passed.

  -The Town should be hearing back on whether we will receive money on the old Gove Hill project soon.

  -Discussion on silt in the ditches and digging the drain deeper at Betty Patterson’s.

  -The next working meeting of the Selectboard will be held on August 19^th at 6:30 pm. The subject will be the TH41 map. The Selectboard want to approve or disapprove the map. Everyone is eager to put the issue to bed. Carl Mahannah will be sent a letter to inform him of the date/time of the meeting.

  -Discussion on the turnaround on Colby Hill. There is fill there with spikes and nails in it.  They brought a lot of fill and dumped it in the Town’s turnaround. A resident at the end of the road is doing construction and may be the one who dumped it.

  -Discussion on fill in ditches, culverts, etc.

  -Next meeting of the Selectboard will be held on August 17^th at 7pm at the Town Office.

Meeting adjourned at 10:50 pm.

Minutes taken by Ann Kensek