Town of Halifax, Vermont
MINUTES
January 3, 2012
Call to Order
The meeting was called to order at 7:30 PM. Board members in attendance were John LaFlamme, Lewis Sumner, and Edee Edwards. Others in attendance were Leonard Derby, Margo Avakian, Mitchell Green, Ray Combs, Joe Tamburrino, Orrin Isles, Jesse Boyd, Earl B. Holtz, Maggie Bartenhagen, Cara Cheyette, Patricia Dow, and Board Secretary Phyllis Evanuk.
Approval of Minutes
Ms. Edwards moved to accept the minutes of the December 6, 2011 meeting as written.
Mr. LaFlamme seconded the motion.
The motion carried 2-0-1 with Mr. Sumner abstaining as he was not present and the minutes were approved.
Ms. Edwards moved to approve the November 17, 2011 8:30 AM meeting as written.
Mr. Sumner seconded the motion which carried 3-0.
Mr. Sumner moved to approve the minutes of the December 3, 2011 special meeting as written.
Ms. Edwards seconded the motion with one spelling correction – “fiscal” to replace “physical”.
The motion with the correction carried 3-0.
Ms. Edwards noted that she had corrections to these minutes (that she had written) for the December 9, 2011 special meeting. On page 2 it should be Williamsville, not Williamsburg. On page 1 the notation to verify numbers should be removed and on the last page the vote under Old Business carried 3-0.
With these amendments Ms. Edwards moved to approve the minutes of the December 9, 2011 special meeting.
Mr. Sumner seconded the motion which carried 3-0.
Mr. Sumner moved to approve the minutes of the public hearing on December 20, 2011 as written.
Ms. Edwards seconded the motion which carried 2-0-1 with Mr. LaFlamme abstaining as he was not present and the minutes were approved.
Ms. Edwards moved to approve the minutes of the December 20, 2011 meeting with the addition of the starting time for this portion of the meeting which was 7:51PM, and with a correction regarding her direction to Mr. Tamburrino in regard to SVE Associates and a quote for a temporary bridge.
Mr. Sumner seconded the motion as amended and it carried 2-0-1 with Mr. LaFlamme abstaining as he was not present.
Ms. Edwards noted that the December 31, 2011 emergency meeting in Wilmington with VTRANS will be on the next agenda for approval.
New Business
Stone and Gravel Bids: (2000 cubic yards of gravel; 1000 cubic yards of stone)
Zaluzny Excavating 1.5” crushed gravel/delivered $19.50 per cubic yard
1.5” crushed stone/delivered $24.75 per cubic yard
D. Ray 1.5” crushed gravel/delivered $17.50 per cubic yard
1.5” crushed stone/delivered $19.00 per cubic yard
Bartlett & Boyd 1.5” crushed gravel/delivered $14.38 per cubic yard
1.5” crushed stone/delivered $19.85 per cubic yard
(Mr. Boyd advised that this product is screened rather than crushed)
Lane 1.5” crushed gravel/delivered $24.70 per cubic yard
1.5” crushed stone/delivered $28.65 per cubic yard
Mitchell Sand & Gravel 1.5” crushed gravel/delivered $16.00 per cubic yard
1.5” crushed stone/delivered $19.00 per cubic yard
The bid request specified delivery by January 31, 2012. The bid from Bartlett and Boyd stated multiple delivery dates and Mr. Boyd advised that weather conditions were a major factor in regard to completing the order.
Mr. Tamburrino advised that there is no stone or gravel at the Town Garage and if they need materials for emergencies that may arise during the winter, they have nothing available. They have used up all of their reserve supplies. He advised that Mr. Rafus could give a more precise accounting of the needs but unfortunately he was not at the meeting.
Mr. LaFlamme advised that his concern is that the town is operating on a line of credit (borrowed money) at this point and this incurs interest. Eventually they will be reimbursed by FEMA, but right now any expense is incurring interest.
Mr. Green suggested that they could take the gravel and stone as needed, like they have done in Marlboro. Commit to purchase of a certain quantity in order to get a good price, but only take delivery when needed. He suggested putting out bids for next year by the end of March this year. In that way bidders could plan for having the required materials when needed.
Mr. Boyd advised that he has done this for the town in the past couple of years, but with the new purchasing policy it has changed the routine he was used to dealing with. He further advised he would be willing to consider delivering material in the fall and waiting until spring for payment.
Ms. Edwards advised that while she realizes expenditures will incur interest, she also feels that if we do not have material on hand we need to purchase more.
A discussion followed with various suggestions on how to procure and pay for these materials and when reimbursements from FEMA and/or the state can be expected.
Ms. Edwards noted that the Bartlett & Boyd bid does not meet the delivery criteria specified, but she also noted that the Board has the right to waive any informalities or any irregularities in a bid. She advised that the D. Ray bid was of concern because of the lack of a town permit for the Thurber Road pit. The Mitchell bid meets the delivery criteria and is a very attractive price.
Mr. Green advised he thought they should go ahead and make a decision on the bids they have rather than take more time to re-bid it. Mr. Boyd agreed, saying that they could throw out his bid and go with the next lowest bidder. He further advised that if they re-bid it they should leave him out because with the circumstances of winter weather, his price would have to increase. He recommended they do what is best for the taxpayers, noting that he is also a taxpayer.
Ms. Edwards moved to accept the bid from Mitchell Sand and Gravel for both gravel and stone at the quoted prices of $16.00 per cubic yard of gravel and $19.00 per cubic yard of stone.
Mr. Sumner seconded the motion.
The motion carried 2-0-1 with Mr. LaFlamme abstaining as he had been unable to discuss this with Mr. Rafus prior to a vote.
The bid was awarded to Mitchell Sand and Gravel.
Town Audit: The town is seeking a bond to help cover the overall costs of recovery from Irene. Bond Banks usually require an outside audit of the town’s finances but the town has requested a waiver to the audit. Mr. LaFlamme asked if the Board should consider scheduling such an audit in the near future.
Ms. Edwards advised that from information she has gleaned from various trainings she has attended VLCT recommends that towns perform such an audit every five years or so. It seems to her that this is a prudent practice to have.
Mrs. Dow advised that this would need to be a two year audit due to the fact that it has been so long since the last outside audit. They would need to audit last year’s books in order to determine the balances for the current year. She estimated the cost for this audit would be between $10,000 and $12,000.
Mr. Sumner moved to put a request out to bid for a two year audit of the Town’s books.
Mr. LaFlamme seconded the motion which carried 3-0.
The question was raised regarding the amount of the bond the town was asking for.
Mr. LaFlamme and Mr. Sumner advised that they don’t have a figure yet, as the total cost to the town for Irene recovery has not been determined. Depending on the final damages figure for all of the affected towns in Vermont (which must meet the threshold of $85 million) the town could be liable for 10% or only 5% of the total.
Bond Attorney: Current Town Attorney does not do this type of legal work. The town will need to find one who is experienced in this area. Mrs. Dow advised she has contacted Town Clerks in other Windham County towns and she has been informed that Attorney Giuliani is the best. The Board authorized Mrs. Dow to research and let the Board know if there is a need to put it out to bid.
Rent to School: The school bond payments are finished. During the time of the bond the Town paid a portion of the amount as their share for rent (about $5,000 per year). Now that it is paid off, the town must decide what is equitable for the use of the town offices. Mr. Sumner advised he had suggested to Chum Sumner that they just continue paying the same amount as they had been paying on the bond. In addition to that the town pays 10% of the utilities which amounts to approximately $3,000 per year.
Mr. LaFlamme suggested that they round up the number to $10,000 for the year as rent including utilities. That way the Board has a firm number to use when developing a budget, rather than trying to calculate a percentage of utility costs.
Mr. LaFlamme moved to pay the school $10,000 per year as rent and if the School Board approves, this shall include the utilities.
Mr. Sumner seconded the motion.
Ms. Edwards amended the motion to state that this agreement is for a three year period.
Mr. LaFlamme seconded the amendment which carried 3-0.
The motion to pay the school $10,000 per year and with School Board approval to include utilities and to be renewable for a three year period carried 3-0.
Schedule Budget Meeting: The final budget meeting will be on January 21st at 9:00 AM.
Mr. LaFlamme read a letter of resignation from Phyllis Evanuk and the Board expressed their thanks and regret.
Mr. Sumner moved to accept the resignation with regret.
Mr. LaFlamme seconded the motion which carried 3-0.
Hearing of Visitors
Cara Cheyette: advised she has worked for several bond attorneys and offered to pass on the names of some she would recommend to Mrs. Dow. She advised that it is important to have one who will work well with the town.
Maggie Bartenhagen: advised that she had been unable to come to the meeting when the After Action review group was appointed so she was here tonight to offer her services.
Mr. LaFlamme advised he already had her name on the list, but they have not met yet and do not have anyone designated to lead the group.
Mrs. Bartenhagen volunteered to head up the group and will contact them to organize and schedule meetings.
Leonard Derby: Advised that he had been contacted regarding suspected vandalism at the school. He wanted to know who should be contacted to have some preventive measures taken.
Mr. LaFlamme advised that he would need to contact the school board as the building belongs to them.
Old Business
None
Other Business
None
Communications/Mail
Property damage claims have been received from a property owner in Colrain, Massachusetts regarding supposed damages caused by the Halifax road crew. Ms. Edwards advised she will take care of completing the General Liability Application with Mrs. Dow and Mr. Rafus. This application will be sent to PACIF so the insurance company can handle it.
The mail was reviewed and appropriately filed.
Selectmen’s Order to Town Treasurer for bill payment
The order for payment of bills was completed and signed.
Adjournment
The meeting was adjourned at 9:30 PM.
Respectfully submitted,
Phyllis H. Evanuk
Secretary