OFFICE OF THE SELECTBOARD
TOWN OF HALIFAX, VERMONT
SPECIAL MEETING MINUTES – DRAFT
August 12, 2024
12:00 PM (noon) at the Halifax Town Office and via Zoom
CALL TO ORDER
The meeting of the Selectboard was called to order by Edee Edwards at 12:02 PM. Other Selectboard Members present were Karen Christofferson and Rhonda Ashcraft. Patrick McAllister was unable to get into the meeting remotely from Ireland despite our attempts. Others present online or in person were Mike Fournier, Diana Conway, Nancy McCrea, Cara Cheyette, and Stephan Chait.
There were no changes or additions to the agenda.
NEW BUSINESS
- Excavator refurbishment cost estimates received (for awareness)
We received cost estimates to refurbish the excavator shortly after the Informational hearing, and the board wants to make that information available to the voters for awareness. The board will not be taking any action now, but instead will await the voting outcome before deciding next steps. (Edwards misspoke and called this Article 3 at one point, but it is article 2.)
Edwards noted that it was asked previously if there was a yes vote, if the board could use that to instead fund refurbishment. Edwards stated that the yes vote was to purchase and finance, and felt that this wasn’t transferable to other actions
Ashcraft asked again for clarity, if there is a no vote? Edwards stated that if there is a no vote, the refurbishment option could be taken up by the board, but there is no money in the budget for refurbishment at present.
Cara asked if a yes vote would force the Selectboard to purchase rather than consider the refurbishment? Further discussion ensued about intention of article, the wording of the article, the intention of the voters presented with a yes/no choice, the authority of Selectboard, how the purchasing policy comes into play, and what next steps might be. Christofferson felt the board might have flexibility. Edwards eventually concurred that the board could seek legal counsel if there was a yes vote but the board felt purchasing, although now authorized, was no longer the best path. Chait suggested that quality should also be one of the factors in the decision. He also wondered about the impact on the morale of the workforce with equipment that may not be of adequate quality.
Edwards noted that the material provided had an evaluation form, with pictures, of the current equipment. There is a sales quotation and a service quote.
The sales quotation is for 2 buckets and attachment equipment. Fournier explained that the current bucket arm or boom has a twisting capability built in, but the piston wears out every few years, and we recently spent $6000 to replace this piston. This option would instead have two different buckets–one with the capability to twist, and one more fixed to in and out motion and changing the coupler style–which should save money long-term by reducing unnecessary wear. The sales quote is for $34,435. Again, this is an option for the board to consider.
The service quote for refurbishment has an estimated price of $128,665.14, and a recommendation to have an additional $10,000-$15,000 in reserve to cover potential cost overruns. This has a 5-year motor warranty and a 1-year warranty of the other components, per Mike’s discussion with the vendor. There were a couple of 3-year, 5000 hour warranties noted in the print document. Christofferson noted that with the $15,000 of possible overage, this is roughly $143,000, and Fournier noted again that the bucket change out was separate.
Christofferson asked about the warranty on a new machine; Fournier said we could buy a 7-year as a maximum. McCrea asked for confirmation that the only thing discussed here was for the excavator. Edwards confirmed we were not discussing the loader at all here. Cheyette asked for confirmation that Fournier had stated at the prior informational session that he asked for a refurbishment that would last another 15 years, and Fournier confirmed that was the intention.
- Municipal Equipment Loan Fund (for awareness)
Edwards saw an article in the paper in the past few days about a program she had heard about through another conversation with someone at VLCT. This program allows towns to apply for loans of less than 5 years for a 2% interest rate but only for 75% of the cost of the equipment. If 2 municipalities go in on a shared piece of equipment, the interest rate goes down to 0. Although we again have not at present set aside 25% of the cost of any of this equipment, this is something to consider for the future. https://www.vermonttreasurer.gov/accounting-services/municipal-equipment-loan-fund
HEARING OF VISITORS
Cheyette asked about the “waiting room” feature of Zoom, and whether it was necessary. Edwards noted that VLCT had a handout for how to avoid Zoombombing, and that she had experienced this with a Windham Regional Commission public hearing which is why she followed the VLCT advice. Edwards also noted that other committees are using different tools than Zoom, including GoToMeeting and Google Meet and Workspace, and that the Selectboard is planning to put that on a future agenda. Getting an audible sound upon entry of guests would be helpful.
Conway asked about further discussion of the Loader. This is a separate article on the ballot. We do not have any refurbishment estimates for that or any new information there. It is at a different price point, but the terms and conditions for borrowing would be the same as for the other discussions.
OLD BUSINESS
No one was interested in replay of the earlier Informational Hearing.
OTHER BUSINESS
Special Town Meeting tomorrow, voting starts at 10 AM, ends at 7 PM.
Christofferson moved to adjourn at 12:33 pm. Ashcraft seconded. The motion passed 3-0.
Recording Link:
Respectfully submitted,
Secretary Pro Tempore
Edee Edwards