TOWN OF CLARENDON BOARD OF SELECTMEN MEETING REGULAR
December 27th, 2023
Minutes
Attendees:
Selectboard
Mike Klopchin, Chair
George Ambrose, Clerk
Robert Congdon
Cash Ruane
Art Menard
Heidi Congdon, Treasurer
Katie Nop, Secretary
Gloria Menard, Town Clerk
William Chmielewski, PEG-TV
Shelly Lutz
Wayne Willhaus
Thelecia Molaski
Jimmy Austin
Bob Bixby
Call to Order
Chairman Klopchin called the meeting to order at 6:01PM.
Agenda additions/deletions
Katie requested an executive session with the Board to discuss personnel. Selectman Ambrose motioned to add an executive session after Selectboard Member Concerns and Selectman Ruane seconded. The motion passed unopposed.
Approval of Meeting Minutes
Selectman Ambrose motioned to approve the Regular Meeting minutes from December 11th, 2023 and Selectman Congdon seconded. The motion passed 3-0. Selectman Menard abstained from the vote because he was not present at that meeting.
Highway
Road Commissioner Report–
Road Commissioner Ruane said he’s received good reports of the road crew’s work in his absence. He reported that the new grader was delivered Wednesday morning (12/27). The old grader was taken in on trade.
Flood recovery timeline–
Katie explained that there are 3 projects from the summer flooding that require engineering and the Board reviewed the draft engineering RFP. Selectman Congdon motioned to approve the engineering RFP with the 3 corrections made and Selectman Ambrose seconded. The motion passed unanimously. Katie plans on working with the engineer to develop estimated construction costs to then apply for a state grant to aid in funding those projects. Katie also reported that she’s been working with VEM to develop the FEMA BRIC grant regarding the Cold River. They’re making good progress. She hopes to have it mostly presentable for the Board’s Jan. 8th meeting, as the deadline to the state is Jan 12th .
Approval of Select Board Warrants
All new warrants and warrants previously signed by the designated Select Board Member were approved and signed by all Select Board Members.
Guests
N/A
Public Comments
N/A
Old Business
Quarterline Road maintenance follow up-
Katie had printed out Rutland Town’s response about the maintenance swap. Rutland Town declined Clarendon’s maintenance swap it as it would be more expensive for them to salt the Creek Road section that was suggested (RT estimates an extra $3500). In the email it notes that they’ve assigned a truck to plow Quarterline Road when they can.
Shelly Lutz attended the Rutland Town Highway Committee meeting where this was discussed. She explained that Rutland Town was hung up on the fact that salting is more expensive than sanding. She had spoken with a Road Commissioner that suggested Clarendon take on grading that portion as well to even out the trade. Selectman Congdon noted that if there was an agreement with Rutland Town, he would like it to be clear that Rutland Town would provide or pay for the gravel. Shelly Lutz reminded the Board that Rutland Town had brought up this solution back in August. Selectman Congdon said if the grading makes the trade more equitable, he would be open to that conversation. Selectman Congdon said he doesn’t want to talk about any kind of maintenance like ditching. Clarendon would only trade plowing/grading. Road Commissioner Ruane had concerns about the road base that the Class 4 section of Quarterline Road has. If the grader is on the other side of town, and the Clarendon residents call up about Rutland Town’s potholes, Cash questioned how that would be handled. Selectman Congdon responded that it would have to be expressed in an agreement, what the arrangement would be but Clarendon would not drop everything on the east side of town to get to Quarterline Road. The Road Commissioner also questioned if they would have to put MagChloride down on the section of road. The Clarendon Quarterline residents responded that they didn’t need the MagChloride. Wayne Willhaus said that he didn’t think Rutland Town’s intention was to ask Clarendon to grade the Class 4 section any more so than the regular maintenance Clarendon would do on the town’s portion of Quarterline Road. Selectman Congdon said all of this would have to be ironed out in a written agreement.
Chairman Klopchin said instead of shooting emails back and forth it would be better to have an eye ball to eye ball conversation with Rutland Town. Selectman Congdon suggested designating 3 board members to go and talk with Rutland Town’s Highway Committee. Chairman Klopchin said that the Road Commissioner should be a part of the 3. Selectman Congdon recommended to Cash that any materials that Rutland Town would want used on the road would have to be paid for by Rutland Town. Jimmy Austin said he attended the RT Highway Committee’s meeting and reiterated that there would be an additional $3500 in contractor fees for Rutland Town to do the section of Creek Road in Clarendon.
At the end of the conversation, it was decided that Katie will draft an email to Rutland Town requesting a meeting with their Highway Committee to discuss maintenance options.
Selectman Menard asked Cash to have figures prepared on costs for grading that section. Selectman Congdon stated that the Board still wants no monetary exchange between towns. Road Commissioner Ruane expressed his concerns with taking on the proposed grading aspect of the swap.
The Quarterline residents thanked the Board for their consideration.
New Business
E-Cycles State Standard Plan Extension–
Katie explained that this was an amendment to the VT State Standard Plan. It was a one-year extension to work with NCER who is the contractor that picks up the e-waste from the Transfer Station. Selectman Ruane questioned if there’s a cost to the pickup. Selectman Congdon stated he thought there was actually a rebate for e-waste. Selectman Congdon motioned to have the Chair sign the extension, and Selectman Ambrose seconded. All Board members approved. Heidi, Treasurer, noted that in this fiscal year the town has received one rebate which was $92.00.
Town Officer’s Report
Heidi, Treasurer-
Heidi reported that the town is continuing to work on budget and striving to do their best for the tax payers.
Katie, Secretary-
Katie reported that she had forwarded the Board the notice of funding from the Emergency Watershed Protection Program (EWP). The money is designated for debris removal in the Otter Creek. The funding is secured but Katie will have to fill out a grant application first. $57,800 was awarded. The project must be completed within 220 days from the notice of funding.
Select Board Member Concerns
Selectman Congdon wished everyone a happy New Year.
Selectman Ambrose said he would bring up his employee concern in executive session.
Executive Session
Selectman Congdon motioned to move into executive session at 6:30PM for 15 minutes to discuss Personnel. Selectman Ambrose seconded and all approved.
Selectman Congdon motioned to come out of executive session at 7:35PM, and Selectman Ambrose seconded. The motion passed unopposed. The Board discussed contract and salaries with the decision of no action being taken tonight.
Adjournment
Selectman Congdon motioned to adjourn at 7:35PM, Selectman Ambrose seconded, and all approved.
TOWN OF CLARENDON BOARD OF SELECTMEN
FY25 BUDGET WORKSHOP
Notice
Wednesday, December 27th, 2023
Clarendon Town Hall @ 5:00 PM
Agenda
Call to Order
Agenda additions/deletions
FY25 Budget discussion
Public Comments
Recess
TOWN OF CLARENDON BOARD OF SELECTMEN MEETING REGULAR
Wednesday, December 27th, 2023
Clarendon Town Hall @ 6:00PM
AGENDA
Call to Order
Agenda additions/deletions
Approval of Meeting Minutes
Regular Meeting: December 11th, 2023
Highway
Road Commissioner Report
Flood recovery timeline
Approval of Select Board Warrants
Guests
Public Comments
Old Business
Quarterline Road maintenance follow up
New Business
E-Cycles State Standard Plan Extension
Town Officer’s Report
Select Board Member Concerns
Adjournment
