MINUTES: July 29, 2014

Board members present: Steve Hawley, Mary Ashcroft, Joe Dicton and John Paul Faignant

The meeting opened at 6:40 P.M with the Pledge of Allegiance.

Ms. Ashcroft moved to approve the July 15, 2014 minutes as printed. Mr. Faignant made a second to the motion. The motion passed unanimously.

There were no questions from the floor. Mr. Hawley announced that the Town's representatives to the Transportation Council, the Town Planning Commission Chairman, and the Town Fire Chief, would not be present for the meeting.

Ms. Ashcroft inquired as to whether the speaker phone for the Board room had been purchased. Town Administrator Mr. Joseph Zingale Jr., said he had not purchased a phone because he wanted to discuss the different options.

Mr. Dicton said the Board only needs one phone line set-up with a bridge with the phone company for multiple callers.

Town Clerk & Treasurer Marie Hyjek reported:

  1. No meeting, no report.

    Ms. Hyjek reminded the Board that Thursday July 31, 2014 will be her last day as Town Clerk & Treasurer, she then turned her report over to the new Town Clerk & Treasurer Ms. Donna Zeller.

    Ms. Zeller thanked Ms. Hyjek for her several days of training she gave Ms. Zeller. Ms. Zeller told the she will need Ms. Hyjek's assistance in the future. Ms. Zeller cited the various job related activities she has reviewed, over the past week with the assistance of Ms. Hyjek.

    Ms. Zeller reported:

  2. Tax bills have been mailed.

  3. A.M. Peisch have begun the audit, she will updated the Board in the future.

  4. Informed the Board she will be relying on people who have worked the polls in the past to assist her in the upcoming Primary election. She cited two upcoming election training classes which will take place at the Town Office on August 4th at the Town Hall. She also informed the Board that the State of Vermont would also be holding election training on August 11th.

    Ms. Ashcroft asked Ms. Zeller if she planned to warn the Town training session as a Board of Civil Authority (BCA) meeting. Ms. Zeller said she is not sure if the meeting will be warned. Ms. Zeller cited the fact she opened the training class up to individuals not on the BCA. Ms. Zeller said due to vacations she will have to rely on individuals that are not on the BCA for assistance. Ms. Zeller said she will do her best to have a democrat and a republican at all times at the polls.

  5. Requested the Board move the August 26th meeting to August 25th due to the fact there will be a Primary election on the 26th.

Mr. Hawley, speaking on behalf of the residents of the Town, thanked Ms. Hyjek for her 18 years of service to the Town of Rutland. He also thanked Ms. Hyjek for all the help she has given the Board and for keeping the Board in-line. Mr. Hawley said he hopes Ms. Hyjek enjoys her retirement and stays healthy and to stay in touch.

Mr. William Matteson, Town Representative to SWAC reported:

  1. Told the Board that the regulations have been accepted and that SWAC will be getting correspondence on the matter in the near future.

  2. Mr. Matteson told Board members that the Town Planning Commission finished revising the Town Plan last week. He said the draft would soon be available. Mr. Matteson explained to the Board that the Planning Commission has included the Board's latest “Solar Facility Siting Standards” (SFSS) in the Town Plan update.

    Mr. Matteson said if the Board adopts the SFSS in August it would take the pressure off the Commission to readopt the existing Town Plan. Mr. Matteson said with the Board's amendment adoption the 5 year clock would restart.

Town Representative to the Rutland Regional Planning Commission Mr. Sherman Hunter reported:

  1. No meeting, No report

Town Road Commissioner Mr. Byron Hathaway reported:

  1. Submitted a proposal from Stantec regarding construction of a Town Highway Garage. Mr. Hathaway said the proposal amount is substantially less than what he anticipated. Mr. Hathaway said the Board does not have to act on the request at the present time. He said he would like a decision at the next meeting. Mr. Hathaway informed the Board that at the time the permit was issued for the Highway Garage no storm water permit was required. He said a permit is now required. Mr. Hathaway said the Town would also need to receive an Act 250 amendment for the proposed garage.

    Mr. Hawley said the Stantec proposal is for $4,760.00 . Mr. Faignant moved to approve the Stantec storm water proposal. Ms. Ashcroft made a second to the motion. The motion passed unanimously. Ms. Ashcroft moved to authorize the Chairman to sign on behalf of the Select Board. Mr. Faignant made a second to the motion. The motion passed unanimously

  2. Reported he has started construction work in anticipation of paving work on the Cold River Road.

  3. He informed the Board that the Town must receive a Flood Hazard permit for a box culvert to be installed on Prospect Hill Road next year. Mr. Zingale will review the plan and call a meeting of the Flood Hazard Zoning Board of Adjustment.

  4. He briefed the Board regarding a planned storm water stenciling project. Mr. Hathaway said in conjunction with stenciling on the road he would like to leave a information card on the door knobs of those homes near a stenciled catch basin. The Board discussed the matter and said to go ahead with the planned project. Mr. Hathaway said the boy scouts would assist with the stenciling.

  5. Mr. Hathaway informed the Board regarding solid waste dumping problems on Boardman Hill Road and at the end of McKinley Avenue. Mr. Hathaway said he would work with Chief Dumas on the matter.

Town Recreation Director, Mr. Michael Rowe reported:

  1. Mr. Rowe thanked Ms. Hyjek for all her help regarding his work as Recreation Director.

  2. Soccer registration will begin next week. Forms available at the Town Pool and Town Hall and online.

  3. He told the Board that the pool will close on the 24th.

  4. Mr. Rowe informed the Board that he had purchased a new lawn mower earlier in the day. He said he did so because the cost of servicing the two existing mowers is more than the cost of purchasing a new mower. He said the mower cost $400.00

  5. Mr. Rowe inquired if the Board had a problem with giving an old lifeguard chair stand (chair not included) to an individual. Mr. Dicton said the stand should be taken to Mac Steel & Equipment to be disposed as scrap.Mr. Rowe said he would do so.

  6. Told the Board that the Town Junior Babe Ruth team lost in the quarter finals. He said they did a great job.

  7. Informed the Board he planned to show a movie at the Town Pool on Thursday night. He said donations would be requested. He said the Recreation department would provide pizza, soda and popcorn. He said 60 individuals attended a movie a couple of weeks ago. Mr. Rowe said the children float in the pool and watch the move. He said lights are on the pool so the children can be seen.

Ms. Ashcroft cited the fact the work on the bleachers at the park is complete. Ms. Ashcroft said metal plaques should be placed on the bleachers and the dugouts acknowledging the different groups that volunteered to do the work. Mr. Rowe will take care of the plaques.

Town Administrator, Mr. Joseph Zingale Jr. reported:

  1. Presented a resolution honoring Ms. Paula Baker Rutland Free Library Director who is retiring. Ms. Ashcroft read the resolution. Mr. Hawley said there will be a reception for Ms. Baker on Sunday August 10, 2014 at the Fox Room form 3:00 P.M. To 5:00 P.M.

    Ms. Ashcroft moved to sign the resolution. Mr. Faignant made a second to the motion. The motion passed unanimously.

  2. Relayed a message from Fire Chief Frank Cioffi that there is a problem with the garage door openers at the Joseph J. Denardo Fire Station. Mr. Zingale told the Board that according to Mr. Cioffi everyone had cleared the door openers previously as being in working order.

  3. Informed the Board that he has not receive a roof inspection report for all of the Town owned buildings.

  4. Told the Board that Mr. Fred Nicholson, Acting Director of the Rutland Regional Planning Commission, will attend the August 12 meeting regarding a grant opportunity for solid waste planning.

  5. Mr. Zingale told the Board that he has an update regarding the possible real estate purchase the Board is considering.

The Board reviewed packet correspondence. Mr. Hawley cited the thank you cards the Board received from the recipients of Town Scholarship awards. Mr. Hawley read the thank you cards.

Mr. Hawley read a draft letter to be sent to Town officials reminding them they are required to attend Board meeting and give a report. Board members suggested additions to the letter. Mr. Zingale will revise the letter and send it out.

Town Police Chief Mr. Ed Dumas reported:

These are the stats of the Rutland Town Police Department within the past two week period.

-Calls for service within the two week period: 35

Total calls year to date in 2014: 498

Total calls year to date in 2013: 203

-Types of calls assigned

Residential / Burglary alarm, 911 Hang-up, Suspicious person / Circumstances, Theft, Motor vehicle crash property damage only, Welfare Check, Animal Problem, Found Property, Citizen Dispute, Medical Assistance, Gas Leak, Property Watch and Motor Vehicle Complaint.

Closed Cases: 36

  1. Chief Dumas: 16

  2. Captain Washburn: 72.5

  3. Officer Gamble: 48

Total number of Admin hours: 40.5

  1. Chief Dumas: 33

  2. Captain Washburn: 7.5

  1. Officer Gamble: 0

Special announcements:

The LIDAR speed enforcement unit purchased by Rutland Town PD came in late last week. The unit has been tested and is cleared for use on patrol. After speaking with Foster Motors Rutland Town PD learned the new cruisers have an estimated arrival date of August 4th. Once the cruisers arrive the equipment will be installed and then they will be cleared for patrol.

Mr. Dumas told the Board that he had done a background check on Ms. Zeller and that there are no problems.

Mr. Hawley announced that the Town Inter-Municipal Committee will be meeting with City Officials to discuss water and sewer contracts.

Mr. Hathaway informed Board members that as part of the storm water stenciling project, boy scouts would leave information on residents door knobs. Board members discussed the matter and said it would not be a problem to leave the items on the knobs.

Mr. Dicton made a motion to go into executive session at 7:35 P.M. to discuss the pay rate for the new Town Clerk & Treasurer and to discuss a contractual real estate advisory discussion and to include Mr. Zingale and Ms. Zeller. Ms. Ashcroft made a second to the motion. The motion passed unanimously.

Mr. Hawley declared the executive session closed at 8:05 P.M. Ms. Ashcroft made a motion to pay Ms. Zeller a rate of $23.50/ hr. on salary for work as Town Clerk & Treasurer. Mr. Dicton made a second to the motion. The motion passed unanimously.