OFFICE OF THE SELECTBOARD
TOWN OF HALIFAX, VERMONT
REGULAR MEETING MINUTES–DRAFT
December 3rd, 2024
6:00 PM AT THE HALIFAX TOWN OFFICE
CALL TO ORDER
Edee Edwards called the meeting to order at 6:00pm. Other Selectboard members present were Karen Christofferson, Rhonda Ashcraft, Randy Pike, and Tristan Roberts. Members of the public present were Randy LeBel, Stephan Chait, Mike Fournier, Stephanie Pike, Nancy McCrea, Cara Cheyette, Archie Clark. Reconfirm with sign in sheet*
CHANGES AND ADDITIONS TO THE AGENDA
Tristan proposed to add MERP, for which there is paperwork that needs signing.
Edwards proposed to add VTEL tower, interview schedules, and a new resume for the Highway Department.
APPROVAL PREVIOUS MEETING MINUTES
Edee Edwards made a motion to accept meeting minutes from October 15th with substantial edits
Rhonda Ashcraft seconded the motion
Motion carries 5-0
8:32PM Tristan Roberts left meeting
Edee Edwards made a motion to accept meeting minutes from Nov 19th as written
Rhonda Ashcraft seconded the motion
Motion carries 4-0
Edee Edwards made a motion to accept meeting minutes from Nov 18th as written
Rhonda Ashcraft seconded the motion
Motion carries 4-0
Edee Edwards made a motion to accept meeting minutes from Nov 25th as amended
Randy Pike seconded the motion
Motion carries 4-0
NEW BUSINESS
Hatch School Box Culvert Bids
| Company Name | Material Cost | Equipment Cost | Labor Cost | Safety/Traffic Control Costs | Total |
| Fitzpatrick Excavating | $132,000 | $39,000 | $5,000 | $6,000 | $182,000 |
| Bellco Excavating | $140,000 | $50,000 | $15,000 | $4,000 | $209,000 |
| Saladino Property Maintenance | $135,172.25 | $39,395.01 | $63,825.30 | $3,850 | $242,242.56 |
| Zaluzny Excavating | $140,000 | $80,000 | $30,000 | $5,000 | $255,000 |
| AS Clark | $191,500 | $40,000 | $20,000 | $20,000 | $271,500 |
Basin Brothers, Hunts Property and Renaud did not send in their Bids. Dee was in touch with KC several times. Dee received it on the 25th. Karen spoke to Jeff through phone and email, but Jeff said they don’t often do these types of bids.
Fitzpatrick Excavating is the lowest bidder with a Total Bid amount of $182K with a 2-week completion date. Edwards is not positive if we’ve worked with them before. Fitzpatrick spoke to KC and mentioned he has worked on other projects. Their labor and material cost are lower when compared to the other bidders. Other specs are comparable. Mike Fournier mentioned he’s driven over the culvert Fitzpatrick worked on, but he did not observe the work while it was being done. KC asked if prior work with the Town of Halifax has been done. During the bid on the open box culvert on Sept 4, 2018, Fitzpatrick was the lowest bidder. Motion was seconded. Fitzpatrick also placed a bid on Winter Sand Bid 2019.
AS Clark worked on the Pike Road culvert in 2024.
Edwards noted that past bridge projects had a “Clerk of the works” liaison and suggested there should be a liaison for the Hatch School Road culvert project. The Town of Halifax has a state grant to assist with the costs.
Randy Pike made a motion to award Fitzpatrick Excavating 6:35pm
Rhonda Ashcraft seconded the motion
Motion carries 5-0
Bids for Excavator
| Dealership Name | Manufacturer and Model | Machine Price Delivered | Warranty Package | Service Package | Autolube | Total |
| Beauregard Equipment | WX 140E | $225,200 | Extended Warranty | Included | N/A | $225,200 |
| Milton Cat | M316 | $299,900 | Included | $36,500 | N/A | $336,400 |
| Quality Fleet Service | A 914 | $272,915 | STD | N/A | N/A | $272,915 |
| Quality Fleet Service | HW 170ACR | $269,379 | STD | N/A | N/A | $269,379 |
| United Construction & Forestry | 190GW FT4 Wheeled Excavator | $255,000 | $4,998 | $15,603.84 | $12,200 | $287,801.84 |
| Woods CRW Equipment | EWR 150 EL 2025 | $223,900 | $6,800 | N/A | $5,695 | $236,395 |
Upon completion of assessing the bids for the Excavator, the Selectboard decided to get confirmation of all the specs from the bidders as well as getting more information on warranty and service package inclusions. Edee Edwards suggested to give the bids to Mike Fournier for him to look over in detail. The goal is to choose the company who will be best for the town and not solely bid amount.
Front End Loader Bids
| Dealership Name | Manufacturer and Model | Machine Price Delivered | Warranty Package | Service Package | Autolube | Total |
| United Construction & Forestry | JD 544- G-Tier Wheeled Loader | $154,200 | $2,672 | $16,804.71 | $11,700 | $184,656.71 |
| Milton Cat | 930 Wheeled Loader | $199,900 | See Details | $5,900 | $205,800 | |
| Quality Fleet Service | L546 | $200,960 | STD | N/A | Included | $200,960 |
| Woods CRW Equipment | L 70H2 2025 | $234,900 | $7,000 | $24,000 | $14,695 | $230,595 |
| Woods CRW Equipment | L 70H2 2024 | $227,900 | $7,000 | $24,000 | $14,695 | $223,595 |
| Beauregard Equipment | CASE 621G 2025 | $161,900 | $2,175 | Need to ask about | $164,075 | |
| Beauregard Equipment | CASE 651G 2025 | $177,200 | $2,175 | Need to ask about | $179,375 |
The bids ranged from $154,200 to $234,900. The total amount for the Loader is not to exceed $235,000. All bids are below the maximum cost approved by voters which was held at the August 2024 Special Town Meeting. As a product of assessing the loader bids, Karen and Mike will look through them in more detail as well as going over the financing options as well.
Winter Roads Policy
As a friendly reminder, Halifax is operating with a 4-person road crew so, please be patient and kind. The policy lists which roads get plowed first. Emily and Karen will create a bulletin on the website for the townspeople about the road crew and expectations. Karen Christofferson would like to say Thank You to the road crew for their fabulous job on Thanksgiving.
Policy mandates employees take 6 hours of rest after 14 hours on the job. Generally, there will be no work from 10pm to 4am. As we are working towards a better system to help our road crew effectively and safely complete their jobs, a future goal is to limit OT for employees.
Here is the link to the policy:
Winter-Roads-Maintenance-Plan-and-Policy.pdf (halifaxvt.com)
NEW BUSINESS
Welcomed Emily Dow as Secretary assistant. Welcomed Gina DePalois, who will be helping with the town report this year.
Looking to obtain a Bid for FY25 Audit.
Town auditor vacancies. The Local auditors report need to be in booklet before it gets sent out.
Tristan discussed the Municipal Energy Resilience Program a.k.a. MERP in reference for using it to weatherize the town garage. Some areas of inclusion are Weather stripping the doors and a new gas powered boiler. There is a sign date by Dec 16, 2024.
Tristan made a motion to accept the MERP state of Vermont Grant Agreement at 8:10pm
Edee Edwards seconded the motion.
Randy expressed spending only the necessary amount to complete this project and Tristan confirmed the grant is flexible in its usage.
Motion carries 5-0
Sign Driveway Permit
September 2024, the Board suspended a driveway permit for the Phelans. The back parcel on Woodward Hill Road is landlocked, with no right of way and on the other neighbor’s property. The Board is signing the record of suspension, which will be recorded in land records. The notice will be sent to the Phelans.
OTHER BUSINESS
Edee Edwards spoke about scheduling interviews for the Highway dept. The Interviews will happen Tuesday, December 10 at 5:30pm. Wednesday, Dec 11 and Monday, Dec 9 are other options. Under correspondence there is a new resume for the highway opening.
There is a tree leaning against the VTEL tower located on the Amidon and Jacksonville Stage Road border.
Future Budget Meeting dates are Dec 7, Dec 14, and Dec 17. Saturday meetings will be held from 3:30pm to 6:30pm.
Subsequent award of bids will happen at the next meeting or in a special meeting.
HEARING OF VISITORS
No visitors wished to speak.
EXECUTIVE SESSION
No Executive Session was held.
CORRESPONDENCE
Halifax has their own Front Porch Forum and it’s a useful home for your community calendar. Future plans for the forum include adding the budget meetings, Winter Roads Policy, and Reminder to fill out permit forms. The forum can also be used to send invites as well.
Edee Edwards received an email from Vermont State Ethics that states the Commission Act 717 for which municipalities are required to follow. Municipalities are required to appoint an ethics liaison, and it needs to be an employee.
VLCT is asking for guidance to help with legislative advocacy work and programs. It agrees that Edee will fill out this survey.
VLCT’s most recent news for timing at town meeting day mentions: The first day to post warnings and notices about town meeting day is January 23, 2025, and the last day is Sunday, February 2, 2025.
SELECTBOARD ORDER
Edee Edwards read the aggregate amount for orders on December 3, 2024, for an order total: $12,179.58
ADJOURNMENT
Christofferson made a motion to adjourn at 9:19pm. Rhonda Ashcraft seconded. Passed 4-0
Respectfully submitted,
Emily Dow
Halifax Administrative Assistant
Recording Link:
https://us02web.zoom.us/j/83140976854?pwd=dFFkWE1tdk84VjFGc1RZODJvM2NjUT09