OFFICE OF THE SELECTBOARD

TOWN OF HALIFAX, VERMONT

SPECIAL MEETING MINUTES

January 10, 2025

6:00 PM AT THE HALIFAX TOWN OFFICE

CALL TO ORDER

Edee Edwards called the meeting to order at 6:01pm. Other Selectboard members present were Karen Christofferson, Rhonda Ashcraft, Tristan Roberts and Randy Pike with Secretary Assistant Emily Dow. Members of the town and public present are Patty Dow, Stephen Chait, Stephanie Pike, Nancy McCrea and Karin Larkin.

CHANGES AND ADDITIONS TO THE AGENDA

• Finalizing and signing the Purchase Order for the John Deere Loader with conversation about the Warranty. 
• Sign the Arbitration Agreement for the Chevrolet 6500 Truck.
• Update on easement for Hatch School Road.
• Update on Audit

OLD BUSINESS

Large Equipment Purchase

Christofferson originally sent in an Intent To Buy for the John Deere Loader, however, the Purchase Order requested by the dealer will account for adding Winter tires as well.

• The John Deere Loader comes with a 12-month Warranty and anything beyond that is extended.
• Comprehensive coverage includes 60 months and 6000 hours which covers all major components of the machine such as radio and AC components.
• Powertrain and Hydraulics covers motor, transmission, drivetrain components and major hydraulic components.
• Travel time to road service is not included in the Warranties.
• The Town’s current loader averaged 600 hours a year averaging 3000 hours in 5 years which would put the 6000 hours much larger than needed however, the 60 months is appreciated. The years in which it covers is more important than the amount of hours which will not be reached. 

Edwards made a motion to have Christofferson follow up on the details of what the Comprehensive Plan and what it includes for the PowerGard Protection Plan and go with the first choice of 3000 hours and 60 months for the Comprehensive Plan. For the second choice to choose the 3000 hours and 60 months Powertrain and Hydraulics Plan.

Pike seconded the motion.

Motion carries 4-0.

Roberts joined the meeting at 6:12pm

Fiscal year 2025 Audit Update

Christofferson spoke with Bonnie Batchelder, who conducted the Audit for Fiscal 22. Bonnie said conducting a 3-year audit is difficult and will not save the town much money.

Everything must balance, and the profession auditor must gain a comfort level by looking at previous years, that all activity in that period is clearly stated and can be relied upon. The professional auditor standards have changed over the last few years. 

Christofferson will work with Patty to transition to NEMRC as well as possibly auditing annually. 

The townspeople had voted to have a formal audit done every 3rd year; we surmised that was because it can be costly. Christofferson noted that taxpayers receive and gain comfort levels from the audit such as financial stability from the Town and transparency. Christofferson stated her belief that audits should be done annually as they are detailed and should ensure the Town balances in their finances. Edwards noted she did not understand the language in the audit report for the Town’s Debt Capacity. 

Edwards suggests going with the provider we went with last time because of all the background and work papers that a new provider would have to get comfort with and could add costs. The Town of Halifax chose to work with Bonnie Batchelder for the FY25 audit as she has done it for our Town previously and understands and has all the background work. Christofferson noted that it shows stability and provides security using the same auditor versus changing due to other reasons. 

Budget Discussion FY26

Christofferson provided a brief explanation of the different spreadsheets that she and the Treasurer created for all the Towns trucks, equipment, replacement equipment schedule and future equipment schedule including the interest, principal, market values and other associated  price items. 

The Equipment schedule shows the Town’s equipment and when their target year to be replaced is such as the Grader possibly in 2026 and Tractor possibly in 2029. 

The Selectboard reviewed the overall budget and bottom-line last Tuesday, which began as showing roughly a 8.6% overall increase and made adjustments for which some were additions and others were reductions, therefore bringing the bottom line down to showing a total 5.05% increase. Paving was a large contributor in reducing the bottom line and it was cut twice with the first bringing the budget to $300K then, secondly reducing another $25K bringing the paving budget to $275K. 

The current 5.05% increase is directly related to the two new equipment pieces which are the loader and excavator for which currently have placeholders in the budget until final amounts are determined. 

Tristan left the meeting at 8:26 pm.

NEW BUSINESS

Edwards noted that Gina DePaolis reached out to the printer and they said as long as they get The Town Meeting Book at the beginning of February it will be printed on time. Many items have to be completed prior to January 31st. The Town will order 150 copies of the Town Report with the final binding and 25 copies without binding for easy mailing if needed.

Reports keep coming in and Emily will file in the folder.

Edwards and DePaolis are scheduled to meet on January 15th at 7pm to work on the Town Report.

The Selectboard started to write Articles for the Town Meeting Warning. This work will continue.

HEARING OF VISITORS

No visitors wished to speak.

ADJOURNMENT

Ashcraft made a motion to adjourn the meeting at 9:08pm. 

Christofferson seconded the motion

Motion passed 4-0

Respectfully submitted, 

Emily Dow

Halifax Administrative Assistant 

Recording Link:

https://youtu.be/4UHBozJ_slM