OFFICE OF THE SELECTBOARD
TOWN OF HALIFAX, VERMONT
REGULAR MEETING MINUTES
January 7th, 2025
6:00 PM AT THE HALIFAX TOWN OFFICE
CALL TO ORDER
Edee Edwards called the meeting to order at 6:00pm. Other members of the Selectboard present in the room were Karen Christofferson, Randy Pike. Members present remotely were Rhonda Ashcraft, and Tristan Roberts. Secretary Assistant Emily Dow was present remotely. Members of the Town and public present were Patty Dow, Nancy McCrea, Stephanie Pike and Mike Fournier. Community members participating remotely were Mary Brewster and Stephan Chait.
CHANGES AND ADDITIONS TO THE AGENDA
- Correspondence: Certificate for Highway Mileage
- Selectboard Order includes the Highway Orders
- Roberts will update on Old Business: MERP
NEW BUSINESS
Financing for Large Equipment
The Board received financing information from two dealers in the bid award process:
- Beauregard with the CASE Excavator
- United Construction and Forestry with the John Deere Loader.
Patty Dow will send updates upon receiving information from M&T Bank.
United Construction and Forestry sent two proposals for the John Deere Loader.
Municipal Lease Annual or Monthly options with Terms of either five years paid in 60 monthly installments or six years (72 months), paid annually, includes $40,000 trade-in and a warranty cost of $4,262
The Annual Six year/72 month option has an indicative rate of 6.6% and an annual payment of $30,106.15. Halifax has previously made annual payments for equipment. A discussion of Comprehensive vs Power Train and Hydraulics warranty coverage ensued.
The Five year/60 month paid monthly option has an indicative rate of 8.2% and monthly payments of $3,122.61 or $$37,471.32 annually.
The Municipal Lease option (annual payment) has a better rate than the monthly payment option. Halifax has paid annually prior. Option 1 is the most suitable option for the Town.
A discussion ensued regarding warranty coverages. The Comprehensive plan is more expensive and more information is needed regarding a $4K difference. The Selectboard is considering a warranty and would need the full purchase price to assess the cost.
As of December 8th, 2024, the 2009 Loader has 8000 hours of drivetime. An extended warranty will be chosen that best suits the needs of the use of the equipment.
60 Months with 6000 hours is an option but, with more information needed regarding the Comprehensive, Powertrain and Hydraulics
Beauregard Excavator
Christofferson noted the Annual payment in Advance: Term of 5 to 7 years has a rate of 6.24%. The 7 year option will spread the cost out to taxpayers to an annual amount of $38,296.31. When the lease is signed, the price will be included in current fiscal year pricing. Annual interest savings are more than $2,400 with this option. The seven-year warranty with 4000 hours cost $3,100.
Christofferson noted the financing quote specified their need for audited financials for the dealer leasing option.
Appoint Auditors
Edwards noted that there are no elected Auditor candidates. We have one person and two openings. VLCT noted that the Selectboard is supposed to try and appoint auditors for meetings scheduled for January 16, 2025 and January 30, 2025 with a reporting date of January 31, 2025
Pike noted that he asked four people to consider the role.
Edwards noted that it is a paid position with limited duration.
The budget is set to $3,500, which gives $1,500 to the chair and the others receive $1,000. Due to Conflict of Interest, the auditors can’t be a spouse of the Selectboard or the Treasurer. Brewster said she would do it if it weren’t a conflict for her. The Selectboard confirmed the conflict.
OLD BUSINESS
MERP Update
Roberts provided an update on MERP:
- Successfully obtained MERP Grant
- Start assessing work within the Grant
- Begin Request for Bids
- Funds have to be spent by the end of 2026
It was agreed that MERP will need to be a Future Agenda Item
Budget Ongoing Discussions
Edwards noted that Rent- With Town Meeting coming up, we have received information from Paul with what the school will have for their material or if their report won’t be in the Town Report book. Decision made not to change it for now and to keep it flat at $25k.
Returned check fee/late fee/bank fees and charges are zeroed and hidden as they cannot be predicted or would like to not have these.Brewster returned to the meeting and reported that she called Kathryn Shaifer who would like to be the auditor.
Christofferson made a motion to appoint Kathryn Shaifer as auditor.
Pike seconded the motion
Motion carries 5-0.
The discussion returned to budget matters.
Christofferson shared her screen so that the Selectboard can finish up the last budget items while trying to maximize savings, by moving through the Red and Yellow line items.
- The Bridge reserve fund wasn’t contributed to last year but raised from $25k to $30k for FY26. The town is using 10% of that to fund the Hatch School Project thus, this account will have money coming out of it this year.
- Accounting services increased in anticipation of an Audit.
- Child Care tax is .44% and the employee is expected to contribute .11%
- Truck financing was known to increase because of the recent purchase.
- It’s decided to leave out the $42K request to get All-wheel-drive on one of the trucks which would be for work on Pennel Hill following a discussion about other measures used to safely plow.
- Did not include budget figure for a compactor as a new piece of equipment was not asked for this year.
- No funding is set for the town truck that is up for replacement.
- Ideally the large pieces of equipment will not be in the same timeframe therefore the refurbishment options are different.
The Selectboard could put in an Article for a new Grader in the next purchase to come. The Grader is 14 years old. We did not add one at this time.
Health Insurance
The annual budget increase allows for a 5% increase in the premium cost. If that amount is more, there is time to have a conversation with the employees as it’s necessary for time and budgeting to account for these costs. It was noted that Dover has the Gold Plan and they decided not to cut insurance.
Fournier noted road crew sentiment saying if they are asked to pay healthcare costs two or three of them would likely leave.
Edwards noted the 2.5% Cost of Living Increase in wages.
HEARING OF VISITORS
Brewster asked about road crew annual wage levels and and asked about insurance costs as they may be increased over the years. She saw that insurance costs were $32k a year, was that true? A discussion ensued. It was noted that the amount was paid to insurance company and not the employee.
CORRESPONDENCE
Certificate of Highway Mileage
- Annual documentation of how many miles of road the town maintains
- Foundation for basic State Aid for the highways
- This letter will go back to VTRANS and record that the highway map and mileage has not changed in the last year
SELECTBOARD ORDER
Highway Orders were signed.
The Selectboard orders were signed and Christofferson read the aggregate amount for orders on January 7, 2025 for an order total $32,092.22.
ADJOURNMENT
Pike made a motion to adjourn at 8:51pm
Christofferson seconded the motion
Motion passed 4-0
Respectfully submitted,
Emily Dow
Halifax Administrative Assistant
Recording Link:
https://youtu.be/ov5Ag9BeH2M