Town of Shrewsbury
Selectboard Meeting Minutes
Minutes of Selectboard Meeting
November 20th , 2013
Present at Meeting:
Bert Potter, Selectman; Steve Nicholson, Selectman; John Wood, Selectman; Linda McGuire, Town Treasurer; Jamie Carrara, Road Commissioner; Mark Goodwin, Clerk
Mark Youngstrom - Engineering Consultant, Otter Creek Engineering
Call to Order:
The meeting was called to order at 7:01 PM by Selectman Wood
Approval of the Agenda:
Bert moved and Woody seconded to approve the agenda for November 20th , 2013. Approved
FEMA / Project Status - Otter Creek Engineering:
Mark Youngstrom reviewed status from the project status meeting held 11/19/2013 with Selectman Wood and other associates of Otter Creek Engineering (OCE):
Work on the Bedesem and Biddle Culvert Projects (Contract #5) is substantially complete. A "punch list" was reviewed at the status meeting as well as field review with the contractor (Markowski Excavating Inc.). The contract completion deficiencies are such that some will be completed imminently because of safety concerns (deficient height of guardrails), and some will be completed in the spring (landscaping) when condition warrant.
Per the contract a percentage of the total value of the items remaining to be completed will be retained from payment, ~ $53,100. As the items specified on the punch list are corrected, the determined value of the specified items will be eligible for payment release upon approval of OCE and the Town.
Woody moved and Bert seconded to approve the payment of $226,491.54 to Markowski Excavating Inc. for work performed, and to retain $53,100 to be allocated progressively as contract items are completed and to direct the Treasurer to utilize as necessary, per established practice, the Reserved Funds to pay the invoice associated with the completion of Contact #5. Approved unanimously
Mark Youngstrom also requested the execution of an Agreement between Otter Creek Engineering, and Haley & Aldrich with the Town of Shrewsbury for engineering services associated with the remediation of the Upper Cold River Rd. slide (PW2867). The two agreements are required based on the nature of the engineering services to be performed. Haley & Aldrich being primarily a geotechnical engineering design and construction services will be responsible for the design and construction of the stone buttress and slope stabilization at the toe of the slope. OCE will be responsible for civil engineering design, permitting, administrative, funding, bid phase and construction assistance.
The project schedule was outlined:
Design and permitting phase: winter of 2013-2014, bid and contractor selection phase: early spring 2014, procurement of construction material: spring and early summer 2014; it was noted that the construction material will require special consideration because of the size and weight of the ballast required and that it would most likely be custom blasted to meet the preliminary design requirements, commencement of construction: July 2014 (per ANR in-stream work permits).
Woody moved and Bert seconded to approve the agreements with Otter Creek Engineering and Haley & Aldrich as presented (OCE = ~$52,000 and H&A = ~$85,500). Approved unanimously
Woody clarified a bookkeeping issue between the Treasurer and OCE regarding an over 90 Day Past Due notice on a pervious invoice that has been ongoing for several cycles. Mark indicated that he will correct the issue on the OCE side to rectify the clerical mistake.
Town Plan Adoption:
Woody moved and Bert seconded to adopt the 2013 Shrewsbury Town Plan update. Approved unanimously
Animal Control Policy:
Bert reported that Sheriff Bernard has not returned his calls and that there is no new status to report. In addition, Bert reported that he also attempted to inform Sheriff Bernard about a Shrewsbury resident whom it was reported was prohibited from keeping any animals on their property, and who apparently did have or it was reported had animals on their property.
Health Care Exchange:
Steven asked Jamie if the Road Crew had been able to procure a ‘navigator" to assist them in obtaining a plan on the Exchange. Jamie responded that Linda was working with them to set a convenient date.
Steven mentioned that the enrollees should make sure that they look at all the options while they are choosing plans. Steven shared information about an individual who was able to forgo inclusion in a spouse's plan and find comparable less expensive coverage through the exchange.
2014 Budget Work Meetings Schedule:
Road Commissioner, Jamie Carrara summarized his plan for procuring and paying for a new Town Truck to replace the 1998 International Plow & Sander. Jamie presented his case as one of poor dependability and unsustainable repair expense for a 14 year old work vehicle. Jamie's preliminary plan consisted of utilizing 2013 Road Equipment Reserve Funds and deferred 2014 paving allocations. Jamie anticipates being able to defer paving in 2014. The expenditure is expected to be about $180k, currently there is $133k in the Town Equipment Reserve Fund and if the same incremental allocation is approved in 2014 the Reserve Fund would be approximately $183k. Additional monies might be available via the Alternative Project stipulations of the Stoudt Bridge. Woody will be checking on that particular detail.
Linda will supply details of the Reserve Funds particularly the Town Equipment Fund at the first meeting in December so that the Selectboard will have solid data by which to commence the budget planning process during non-scheduled working budget working meetings.
Emergency Response Antenna:
A successful test of the system as well as the SVFD was completed. The system operated as anticipated. The payment to CVC Paging was released by Selectman Wood. Steve inquired about insurance for the antenna; the Selectboard will be doing research on that issue.
Selling of Raw Milk and Raw Milk Products on Town Property:
Steve summarized his concern that raw milk and raw milk products were being distributed (bought and sold) at the monthly distribution of Shrewsbury Food Coop (Camp Bonafide), which takes place at the Shrewsbury Community Meeting House. Steven indicated that this is a prohibited practice, and does not think that the Town should be implicitly condoning it by virtue of ignoring the practice. Steve sought the endorsement of the Selectboard to speak with the Trustees of the Shrewsbury Community Meeting House regarding Town owned facilities being used by sanctioned parties for illegal practices and request that they cease engaging in the commerce of raw milk and raw milk products at the Shrewsbury Community Meeting House.
Steve moved and Woody seconded to endorse Steven Nicholson, Selectman to engage with the Trustees of the Shrewsbury Community Meeting House concerning the selling of raw milk and raw milk products on Town owned property. Approved unanimously
Open to the Public:
No members of the Public present.
Bob Perry brought to the attention the need for a new light bulb for the outside lighting at the Transfer Station. In addition, the glass crusher was not functioning and that possibly the electric motor was no longer functional. Woody indicated that with Jamie's assistance he would have it examined by Rod's Electric service to ascertain the status and possibility for repair.
Bert presented the possibility of obtaining a gasoline powered floor lift so that the Transfer Station Attendant could unassisted move various recyclable materials in preparation for transport.
A brief discussion ensued regarding "Zero-Sort" and the new protocols for recyclable material. Bert indicated that he will attempt to arrange a presentation by Casella Waste Management regarding Zero-Sort.
Brookfield Generator Service:
Bert moved and Woody seconded to approve the 2014 Service contract with Brookfield Generator Service for the Town Office generator. Approved unanimously
Correction of Orders:
Bert moved and Steve seconded to correct Selectboard Orders #11 of 11/6/2013. An additional $433.79 expenditure was to be made to Randy Page, Collector of Delinquent Taxes. Previous approval was for the net (minus Social Security and Medicare) amount owed Randy instead of the gross amount. Approved unanimously
Bert moved and Woody seconded to approve the minutes of the November 6th , 2013. Approved unanimously
Bert moved and Woody seconded to approve Selectboard Orders # 11A of November 20, 2013 for $5,219.52 and Road Commissioners Orders # 11A of November 20, 2013 for $12,122.97 and $226,491.54. Discussion: Road Commission Orders included payment to Pike Industries Markowski Excavating for FEMA remediation (Bedesem and Biddle culvert projects). Approved unanimously
Meeting was duly adjourned at 8:53 PM
Mark Goodwin, Town Clerk
These minutes are unofficial until approved by the Selectboard at the next regularly scheduled meeting.
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