Town of Halifax, Vermont
MINUTES
November 1, 2011
Call to Order
The meeting was called to order at 7:32 PM. Board members in attendance were John LaFlamme, Lewis Sumner, and Edee Edwards who participated via speakerphone. Others in attendance were Margo Avakian, Timothy Putnam, Pete & Joan LaFogg, Joe Tamburrino, Brad Rafus, Peggy Webber, Orrin Isles, Nathan Isles, Earl Holtz, Mitchell Green, Christina Moore, Rick Gay, Leonard Derby, Cara Cheyette, and Board Secretary Phyllis Evanuk.
Approval of Minutes
September 23, 2011 Emergency meeting:
Ms. Edwards moved to accept the minutes of the September 23, 2010 meeting with the removal of the question marks after some of the attendees’ names, the adjournment time of approximately 11:30 included and the removal of Mr. LaFlamme’s name as having contributed to the written minutes.
Mr. Sumner seconded the motion.
The motion carried 3-0, and the minutes were approved as amended.
October 3, 2011 Special Meeting: No minutes were available for approval.
October 4, 2011 Regular Meeting:
Mr. Sumner moved to accept the minutes of the October 4, 2011 meeting as written.
Ms. Edwards seconded the motion which carried 3-0, and the minutes were approved.
October 6, 2011 Emergency meeting:
This meeting was not recorded. Because Ms. Edwards had a number of comments and/or corrections, and was participating via speakerphone, it was agreed that approval of these minutes should be tabled until Ms. Edwards could be present to address her concerns.
October 13, 2011 Special Meeting:
Ms. Edwards moved to accept the minutes of the October 13, 2011 special meeting as written.
Mr. LaFlamme seconded the motion which carried 3-0 and the minutes were approved.
October 18, 2011 Regular Meeting:
Mr. LaFlamme moved to accept the minutes of the October 18, 2011 meeting as written.
Mr. Sumner seconded the motion which carried, 2-0-1, with Ms. Edwards abstaining as she did not have the minutes with her to review.
October 22, 2011 After Action Report from the Facilitator:
This will be included in the minutes binder for reference.
October 22, 2011 Special Meeting:
Ms. Edwards moved to accept the minutes of the October 22, 2011 meeting with the notation that this was a special meeting added.
Mr. Sumner seconded the motion which carried 3-0 and the minutes were approved.
October 25, 2011 Emergency meeting:
Mr. Sumner moved to accept the minutes of the October 25, 2011 meeting as written.
Mr. LaFlamme seconded the motion which carried 3-0, and the minutes were approved.
New Business
- Cara Cheyette gave a short verbal report regarding disbursement of donated funds. She gave the Board some application forms for reference. The Deerfield River Valley Human Web is willing to administer the donated funds for the Town. Mr. LaFlamme noted that at this time they don’t even know what amount of money has been donated, it could be a small amount or it could be substantial.
Ms. Edwards moved to transfer the donated funds to the Deerfield River Valley Human Web with the caveat that that money should be disbursed to Halifax residents per their current practices.
Mr. LaFlamme seconded the motion which carried 3-0.
- Mr. Rafus gave an update on the road repairs. Deer Park Road is set for the winter; Fowler Road and Reed Hill Road are both set for the winter. He expects it will be about a month to be able to open Green River Road for the winter.
- Orrin Isles brought up issues of a non-permitted gravel bank and suggested that the Board was not being prudent in their contracting. His second issue was in regard to non-bid work. He suggested that the contractors working as augmented staff basically have a blank check, and there is no oversight so they can do what they want. He suggested that the town was not putting work out to bid and advised if they were doing so, he wanted to know when, and to whom bids were given.
Mr. Tamburrino listed the dates, materials, and number of bids. He advised that all of his records are public documents and available for anyone to review.
After more general discussion the Board moved on to the next item.
· Joe Tamburrino – changes to the purchasing policy
Mr. Tamburrino suggested some changes to the policy to insure no unfair advantage to one contractor over another. He was referring to questions from bidders being answered by different people rather than having all information channeled through one person.
Another suggestion was to raise the dollar limits that trigger the bid process. He advised that the current amounts create the need for bids on all of the maintenance needs for the highway equipment. If a piece of equipment breaks down, it would have to remain out of commission until the bids were requested, received and a contract awarded.
Another addition to the policy he would like to see is the stipulation that the general contractor must do 60% of the work and all subcontractors must be bonded and insured.
A general discussion of the pros and cons of this idea followed.
Mr. Tamburrino strongly suggested they add the portion referring to one single contact to the policy tonight.
Ms. Edwards advised she felt all of the changes should be reviewed at a future meeting and she did not feel it was that urgent a matter.
Mr. Sumner moved to accept Mr. Tamburrino’s recommendation to amend item #3 of the purchasing policy to identify a single contact person for bidding procedures..
Mr. LaFlamme seconded the motion which carried 2-0-1 with Ms. Edwards abstaining.
The other suggestions will be considered under old business at a future meeting.
· Wineburg Bridge Bids:
Renaud Bros. $ 89,200.
Colrain Sand & Gravel $ 31,355.
LaFogg & Hathaway $133,560.
The Board was reviewing the bids carefully to be sure they were meeting the bid specifications and state requirements.
Mr. Isles advised he would make it easier for them and he withdrew his bid.
Ms. Edwards moved to accept the Renaud Bros. bid of $89.200.
Mr. Sumner seconded the motion.
Discussion of the specifications and comparisons of the bids followed.
Mr. LaFlamme called for a vote on the motion and it carried 2-1 with Mr. Sumner opposed.
- Guard Rail Bids:
Lafayette $14.95 per foot x 6,600 feet $98,670
Vermont Recreational $10.49 per foot x 6,600 feet $69,234
Third bidder BII Fence & Rail did not respond to the request
Ms. Edwards moved to award the bid to Vermont Recreation at $69,234.
Mr. Sumner seconded the motion which carried 3-0.
- Mrs. Moore advised that the EMS is applying for a USDA Grant for an EKG defibrillator and USDA requires the town to acknowledge that EMS is applying for it.
Mr. Sumner moved to support the Halifax EMS in their application for a USDA grant from Rural Development.
Mr. LaFlamme seconded the motion which carried 3-0.
Hearing of Visitors
- Earl Holtz advised he had information regarding EOC and internet service use from the school. He also advised he should have some results from the Broadband Committee survey.
These topics will be put on the next agenda
- Mr. Rafus advised that the snowplow rally team has been invited to the regionals in Fitchburg, MA. This is the second time in three years they have attended the regionals. If they finish in the top two there they get invited to go to Minnesota.
Old Business
None
Other Business
None
Communications/Mail
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 10:20 PM.
Respectfully submitted,
Phyllis H. Evanuk
Secretary