TOWN OF CLARENDON BOARD OF SELECTMEN MEETING REGULAR
Monday January 13, 2025
Clarendon Town Hall @ 6:00PM
MINUTES
Guests
Mike Klopchin, Chairman
George Ambrose, Clerk
Robert Congdon, Selectman
Cash Ruane, Selectman
Art Menard, Selectman
Heidi Congdon, Treasurer
Gloria Menard, Town Clerk
Kevin Peck
Shelley Lutz
Jimmy Austin
Eddie Baker
William PEG-TV
Call to Order
Chairman Klopchin called the meeting to order at 6:00PM
Agenda additions/deletions
Addition of two items:
-Emergency meeting minute approval from January 3rd 2025 added to meeting minute approval section of the meeting. Selectman Ambrose motioned to add, with Selectman Congdon providing the second. The motion was approved unanimously.
-Executive session for personnel in conjunction with applicants for the administrative assistant position. Selectman Ambrose made the motion to hold the executive session at the end of the meeting, with Selectman Congdon providing the second. The motion was approved by all.
Approval of Meeting Minutes
-Regular meeting December 9, 2024
Selectman Ambrose motioned to approve the meeting minutes from December 9, 2024. Selectman Congdon provided the second. The motion was approved by all selectmen that were present at the meeting on December 9th. Selectmen Menard was not in attendance and was reclused from the motion.
-Emergency meeting January 3, 2025
Selectman Congdon motioned to approve the minutes, with the correction with Selectman Menard’s name being spelled appropriately. Selectman Ambrose provided the second. The board approved the motion unanimously.
Highway
-Road commissioner’s report
Selectman/Road Commissioner Ruane discusses that the crew has been busy on the roads and have been filling in downtime with maintenance and rust work on the fenders of the pay loader. Ruane is concerned with the amount of salt that is being used this year as they have been out almost daily. He also wanted the board to know that the new hire is working out very well.
-New Truck Discussion
Ruane believes the board needs to move forward with purchasing a new truck to replace the western star. He will hopefully have quotes available for the next board meeting on January 27th. Selectman Congdon reminds everyone that due to purchasing policy there are multiple quotes needed to move forward.
-On Call Protocol
Ruane and the board were not sure why this was on the agenda for the evening and will have to ask the Administrative Assistant the next day as to what it was referencing. She was unable to attend the meeting. Selectman Congdon motioned to remove the ‘On Call Protocol’ from the agenda. Selectman Ambrose provided the second. The motion was approved by all.
-Jimmy Austin-Road Discussion
Jimmy Austin (town resident) brought to the board’s attention multiple dates that the roads were pre-treated and he believed didn’t need to be. He believes the weather was warm enough to not have pre-treated and according to his calculations each time was $4500 in salt alone. Road Commissioner Ruane had gotten out of his seat to see if the road crews time sheets were still in the folder over by the town treasurer desk. They were unavailable and he then spoke with Jimmy on the dates.
Jimmy says on December 3rd he saw the 550 at the bottom of North Shrewsbury Road and it was 39 degrees and it never got below that the rest of the evening and it had rained all day. On the 4th it was 36 degrees and rained with pretreatment being done. Lastly on the 19th it never went below 38 degrees and we never got snow.
Selectman Congdon recalls a day where he also knows the forecast called for snow and we only got rain so he had cringed to see that the roads had been pre-treated. Jimmy suggests stop pre-treating with salt and start using the brine machine that was made to pre-treat with. He says that Eddie Baker would be more than happy to show the crew how to use this again. Road Commissioner Ruane is concerned with what vehicle would be used to spray the brine. Selectman Congdon recalls a discussion of being able to have it on a trailer for use. Selectman Ambrose questions the reasoning behind the brine. It is discussed that there are other towns who do use brine, and you use much less salt (¼) to create the mixture. Ed Baker suggests reaching out to surrounding towns that do use it. He does say that the only disadvantage to using brine is having to make it. The more dense the brine the it will work down to 13 below 0, where salt stops working at 17 degrees. Ruane notes the additive that is added to the salt that we currently have does take the effective temperature to below 0.
To test the system that Eddie came up with there is a 275-gallon mixing tank at the garage. He does have a 1100-gallon tank and 425-gallon tank that can be used. They can make the mixture and pump into the larger tank for storage. Eddie believes if you can cut the salt down the bigger impact is the environment, and lessen the sodium and chloride going into the creek.
Selectman Congdon recalls the board approving the use of trying the system at a previous board meeting. There was more discussion on the trucks that would be used, and what trucks are used on dirt roads vs. paved roads. As well as using a trailer vs a truck. Eddie says you are able to pre-treat three days in advance with brine. The main goal is to save money and have safe roads. There is a bit more discussion on how to set up the sprayer. Selectman Ambrose asks Ruane how his crew feels about using brine. Road Commissioner Ruane says they are not happy with the change to the use of the brine. Selectman Congdon is asking if Ruane needs support from the board. He knows that change doesn’t get received well with employees. Selectman Congdon is asking if Ruane would feel more comfortable if a motion was made so the blame falls on the board and not on Ruane himself. There was no response, so Selectman Ambrose motioned to authorize the road commissioner to use the brine to pre-treat the roads. Selectman Congdon provided the second. The board approved the motion unanimously.
Approval of Select Board Warrants
All new warrants and warrants previously signed by the designated selectboard members were approved and signed by the present selectboard members.
Guests
N/A
Public Comments
N/A
New Business
-E-Waste contract signoff
Selectman Congdon motions to approve the chairman to signoff the 2025 contract for e-waste for our transfer station. Selectman Ambrose provided the second. Motion was approved by all.
-Re-Appointment of Health officer
Richard Griffith was willing to be re-appointed to be the health officer for the town of Clarendon. Selectman Ambrose motioned to approve the appointment to be signed off on by the Chairman, with Selectman Congdon providing the second. The motion was approved by the board.
Old Business
-ARPA Monies
Town treasurer Heidi Congdon speaks on the ARPA follow-up that were given to the town from the federal government. The town needs to show where the money went to the federal government, and breakdown the expenses. The fiscal year the town covered highway labor expenses, as well as a portion of the health insurance expenses for the employees totaling the total of $221,478.59. Treasurer Congdon needs approval of the tally of the expenditures for the ARPA funds that were given to the town. Selectman Ambrose motions to approve the small spreadsheet that has been submitted for the ARPA funds. Selectman Congdon provides the second. The board all approve the motion unanimously.
Town Officer’s & Committee Member Report
Treasurer Heidi Congdon reports that the budget workshops have concluded and the board worked very hard make sure there is not a significant increase to the tax payers, and to keep everyone’s best interest in mind. She thanks the board.
There was a brief discussion questioned by Shelley Lutz regarding the library budget increase. The board let Shelley know that they did not move forward with the full request.
Select Board Member Concerns
Chairman Klopchin let lister Kevin Peck know that Carroll Buffum will be contacting them with questions on his property.
Selectman Ambrose reminds the board they need to continue the discussions on the transfer station and come up with a plan now that the budget discussions are out of the way.
Executive Session
The board went into executive session at 6:32 inviting treasurer Heidi Congdon to be in the room for discussion of applicants for the Administrative Assistant position.
Selectman Congdon motioned to come out of executive session at 6:50. Selectman Congdon notes that the executive session was regarding applicants for the open administrative assistant position. There will be a round of interviews on Wednesday 1/16/2025 and are hoping to select a candidate for the position.
Adjournment
Selectman Congdon motions to adjourn the meeting at 6:52pm. Selectman Menard provided the second. The motion was approved by all.
SIGNED____________________ Mike Klopchin, Chair
SIGNED ____________________ George Ambrose, Chair
TOWN OF CLARENDON BOARD OF SELECTMEN
FY26 BUDGET WORKSHOP
Monday January 13, 2025 4:30PM
AGENDA
Attendees:
Call to Order
Agenda additions/deletions
FY26 Budget discussion
Public Comments
Recess
TOWN OF CLARENDON BOARD OF SELECTMEN MEETING REGULAR
Monday January 13, 2025
Clarendon Town Hall @ 6:00PM
AGENDA
Call to Order
Agenda additions/deletions
Approval of Meeting Minutes
-Approval of regular meeting minutes from December 9th, 2024
Highway
-Road commissioner’s report
-New truck discussion
-on-call protocol
-Jimmy Austin-would like to discuss roads-
Approval of Select Board Warrants
Guests
Public Comments
New Business
E-Waste contract signoff
Health Officer re-appointment
Old Business
-ARPA monies (Heidi)
Town Officer’s & Committee Member Report
Select Board Member Concerns
Adjournment
