TOWN OF CLARENDON BOARD OF SELECTMEN MEETING REGULAR
April 24, 2023
Minutes
Attendees:
Mike Klopchin, Chair
George Ambrose, Clerk
Robert Congdon
Art Menard
Heidi Congdon, Treasurer
Katie Nop, Secretary
Gloria Menard, Town Clerk
William Chmielewski, PEG-TV
Matt Jakubowski
Bob Bixby
Kevin Peck
Sarah Kumm
Call to Order
Chairman Klopchin called the meeting to order at 6:00PM.
Agenda additions/deletions
N/A
Approval of Meeting Minutes
Selectman Ambrose motioned to approve the Regular Meeting minutes from April 10, 2023 and Selectman Congdon seconded. The motion passed unopposed.
Highway
Road Commissioner Report–
Road Commissioner Ruane was not present at the meeting but there were a few updates Katie reported on. She explained to the Board that the road crew is thinking about renting a manlift from a local in town.
In other news, John Conley had stopped into the office and let them know that he had his preconstruction site visit with the State and they were fine with Gorge Road being closed for the Kingsley Bridge rehab. Their suggestion was to coordinate with the district guys. Katie said Cash will get a rough sketch of the detour submitted to the State.
Katie reported that said had sent out letters, certified mail, to the Teer Road property owners who would be affected by the planned survey. She’s received back 3 of the 4 mailers indicating they’ve received the letter. Katie got a call from Pat Lanfear requesting a meeting with all 5 Select Board members to discuss the survey. Katie had thought Pat requested it be up at the Teer Road site. The Board questioned what there was to discuss. The town has the right to survey their own town road. Katie said Pat had talked with her lawyer and her lawyer noted that the town should have good reason why they are not surveying farther up the road (not just the ¼ mile section). The Board responded because the potential road project is not farther up the road, it would be where the road is getting surveyed. There was debate about whether or not the meeting should be held up at the Teer Road site or have the Teer Road residents come to a Regular Select Board meeting. The Board felt that a majority of them had been up to the site and going up there was unnecessary. The Board was in favor of having a discussion with the Teer Road residents at a Regular meeting so that it would be filmed. If anyone was unavailable to come to the meeting (town resident or Board member) they could watch it back. The request from Pat was also that all 5 Board members be present. In deciding which meeting date to invite the residents down to, it was found that some Board members may be unable to come to the first or second meeting in May due to schedule conflicts. The Board discussed that while they respect that request, the Board is able to function if they have a quorum and a meeting can be held. After discussion it was decided that, Katie will send 4 certified letters to the property owners inviting them to the first Select Board meeting in May.
The Board went back to discuss the manlift rental. The intent is to rent from a local so the road crew can trim trees around town. Selectman Congdon wondered why they’re not considering bringing in a tree service for that. Katie said that the road crew said they would be able to use the man lift as needed and weather dependent without getting charged for it while it’s not in use. Katie thought the road crew was hoping to trim trees on West Tinmouth Road and Quarterline Road. Selectman Congdon wondered if cutting tree limbs via a manlift was an OSHA/VOSHA approved practice. Katie said she could look into it. The Board would like more information on the proposed tree cutting project from the Road Commissioner. Selectman Congdon asked about insurance requirements regarding the rental. Katie said she did speak with VLCT about how to word insurance language on the contract. Katie read an email that proposed language could be “General Liability limits of $2,000,000 per occurrence (bodily injury and property damage) with a $4,000,000 aggregate, naming the rental company as additional insured (note that the PACIF coverage is $10,000,000 limits per occurrence).” Selectman Congdon wondered if property damage was referring to something like: if someone’s car was damaged because a tree limb fell on it because of someone cutting trees in a man lift. He didn’t think property damage referred to damage to the man lift. Selectman Menard was unsure-perhaps property damage would cover the manlift since it’s not town owned equipment. The Board decided it was best to have a full Board discussion with the Road Commissioner present about the project and needed some clarity on insurance coverage. Selectman Menard motioned to table the discussion until Cash can be present, Selectman Congdon seconded, and all approved.
SFY24 Grants in Aid Letter of Intent–
The Grants in Aid letter of intent is to claim funds for next year’s road construction season. Grants in Aid funds must be used for improvements on hydrologically connected road segments under MRGP. The town’s initial offer is $12,000 with a $3,000 in kind match. Selectman Ambrose motioned for the Chairman to sign off on it and Selectman Congdon seconded for discussion. Selectman Congdon asked which roads this money would go towards. Katie said she was unsure, normally she claims the funds, and the following year Cash strategizes how to use it. Katie rattled off a quick list of roads that have segments that still need improvement: Quarterline Road, Anderson Hill, Teer Road, Gravel Pit Road, etc. The initial motion failed because there was no vote. Selectman Congdon motioned to have Chairman sign off on it and Selectman Ambrose seconded. The motion passed unopposed.
Commodity Pricing Sheet (per 2023 Purch. Policy)–
After the Board had updated the Purchasing Policy, they had requested a spreadsheet each year on pricing of commodities. Katie provided them with the one below:
| 2023 Commodities Pricing (per 2023 Purchasing Policy) | |||
| *product names subject to change based on vendor | |||
| Product Type | Material | price per ton/yd/gal | |
| Gravel | 3/4” shur-pac | $15.75 ton | |
| Gravel | non spec plant mix 1 3/4” minus | $15.25 ton | |
| Gravel | 3” minus | $14.75 ton | |
| Rip Rap | 3-6” | $15.00 ton | |
| Rip Rap | Mansize 5-10” | $15.25 ton | |
| Asphalt | Coldpatch | $139.00 ton | |
| Dust Control | MagChloride Pro Guard | $1.09 gal | |
| Salt Additive | CalChloride Magic Minus 0 | $1.75 gal (till April 30, 2023) | |
| Winter Sand | Sand | $12.00 ton | |
| Winter Sand | 3/4” drainage stone | $13.00 ton | |
Selectman Ambrose asked how the information was compiled. Katie said her and Cash reviewed pricing/product from Florence Crushed Stone, Wallingford Crushed Stone, Casella Clarendon Quarry, and Casella Mendon pit. Katie said that the price listed is the highest price per ton, which gives the road crew the flexibility to shop around for the best product for best price. For example, if the prices rise at Wallingford, but don’t hit the threshold listed on the spreadsheet, the road crew wouldn’t be required to ask for approval on the increase. That kind of scenario would slow road work down and isn’t conducive to efficiency. Selectman Ambrose moved to accept the price list for commodities at the highest ceiling in each case. Selectman Menard seconded for discussion. He expressed his desire to review the pricing sheets from the different vendors prior to the meeting. The Board expressed for next year they would like to see the high and low end of pricing for each product. Katie suggested tabling it to revise to the Board’s wishes. The understanding is that currently the road crew does not purchase these products at the highest price listed. After discussion, the motion passed unanimously, to approve the commodity spread sheet provided, as is.
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
Last meeting Bob Bixby was asked to talk to his neighbors about Neighborhood Watch and citizens are interested. Bob proposed having a meeting at the Grange Hall on Wednesday, May 3. He would like a couple Board members to attend. Gloria will check to see if the Grange Hall is available. Selectman Congdon encouraged the public to get cameras for their homes so they can be on the watch that way as well.
Public Comments
N/A
Old Business
N/A
New Business
Planning Commission Appointment– Sarah Kumm
Sarah Kumm is interested in serving on the Planning Commission. She would like to be their secretary. There are 2 vacant spots on the Planning Commission that expire 4/26. Selectman Congdon motioned to appoint Sarah to the Planning Commission, Selectman Ambrose seconded and the motion passed unanimously. Katie let the Board know as an update, John McKenna has become Chair of the Planning Commission, and Brownson Spencer as Vice Chair.
Rec Field Mowing Contract award–
Matt Jakubowski, Rec Committee Chair, recommended awarding the Rec Field mowing contract to Gallipo Landscaping. It was the only bid they received. Gallipo Landscaping bought out BK Services who had been previously been mowing the rec fields. Connor Gallipo has had experience mowing the ball fields with BK Services. The Rec is switching their mowing contract to run on fiscal year, so this contract will run May 2023-June 30, 2024. Katie noted that Gallipo’s bid did not include an hourly rate for any additional trimming/maintenance so she reached out and received an answer of $75/hr. She put that number in the contract. Gallipo’s bid was $75/mow for Chippenhook and $160/mow for Route 7b rec fields. Selectman Congdon motioned to award the contract to Gallipo Landscaping and have the Chairman sign it, Selectman Ambrose seconded. The motion passed unanimously.
2023 Local Emergency Management Plan–
Matt Jakubowski, Emergency Management Director, presented the Board with the 2023 Local Emergency Management Plan (LEMP). The Board asked if there were any significant changes to note. Matt responded no; he updated staff contact info. Selectman Congdon motioned that the Chair sign the 2023 LEMP, Selectman Ambrose seconded and all approved.
MERP Mini grant ($4,000)–
Katie explained that the Municipal Energy Resilience Program is offering a $4,000 mini grant. Katie reminded the Board that she had filled out surveys for the town’s municipal buildings regarding their energy efficiency and this grant program goes along with it. The first step is the State will be conducting building assessments. Then a grant opportunity will open up and offerings of $500,000 max for projects that improve energy efficiency and weatherization will be available. Katie noted that there seems to be a gap in funding from getting the building assessment back, to implementation of project. The $4,000 grant can be used for consulting to develop a project scope. The Board told her to go ahead and apply for the max amount of $4,000.
Town Officer’s Report
Katie, Secretary, reported that Green Up Day is Saturday, May 6. Bags are available at the Town Hall. Katie also let the Board know that she will be attending a workshop on May 3 from 8am-12pm to go over 2023 MRGP updates.
Select Board Member Concerns
Chairman Klopchin was over by Kingsley Covered Bridge and was talking with the residents. He had sent Janine Nilson information regarding the rehab and she was appreciative of the town’s efforts to keep her informed and getting the bridge fixed.
Selectman Congdon noted along those lines, that he’s had residents asking him exactly when the bridge will be closing and suggested that signs be put prior to May 15 that the bridge will be closing soon, and give exact date. Katie said she would talk to Cash or John Conley about that. Alpine Construction will begin putting their signs up the first week of May. The bridge will be closing officially May 15. Chairman Klopchin clarified that the Board was in agreement that Gorge Road would be closed for the rehab and they were.
Adjournment
Selectman Menard motioned to adjourn at 6:57PM, Selectman Congdon seconded and the motion passed unopposed.
TOWN OF CLARENDON BOARD OF SELECTMEN MEETING REGULAR
Monday, April 24, 2023
Clarendon Town Hall @ 6:00PM
AGENDA
Call to Order
Agenda additions/deletions
Approval of Meeting Minutes
Regular Meeting: April 10, 2023
Highway
Road Commissioner Report
SFY24 Grants in Aid Letter of Intent
Commodity Pricing Sheet (per 2023 Purch. Policy)
Approval of Select Board Warrants
Guests
Public Comments
Old Business
New Business
Planning Commission Appointment- Sarah Kumm
Rec Field Mowing Contract award
2023 Local Emergency Management Plan
MERP Mini grant ($4,000)
Town Officer’s Report
Select Board Member Concerns
Adjournment
