TOWN OF CLARENDON BOARD OF SELECTMEN MEETING REGULAR
Monday May 12, 2025
Clarendon Town Hall @ 6:00PM
Minutes
Guests
Mike Klopchin, Chair
George Ambrose, Clerk
Robert Congdon
Cash Ruane
Don Pratt
William-PEGTV
Heidi Congdon, Treasurer
Kimberly Young, Admin. Assistant
Matt Jakubowski
Bob Underwood
Sarah Kumm
Bob Bixby
Jimmy Austin
Eddie Baker
Shelly Lutz
Call to Order
Chairman Mike Klopchin called the meeting to order at 6:00 PM
Agenda additions/deletions
Robert Congdon made a motion to add the approval of signing a Letter of Intent to participate in the SFY26 Municipal Roads Grants-In-Aid Program to Highway. Also motioned was the approval of two new tables and two rolling filing cabinets for the Town Office and Discussion of The Future Land Use Map Hearing and Extension to make corrections to the map areas. These topics were added to New Business. George Ambrose seconded the motion and it was approved by all.
Approval of Meeting Minutes
-Regular Meeting Monday April 28, 2025
George Ambrose motioned to approve and sign the minutes from the last regular meeting on Monday April 28, 2025. Robert Congdon provided the second. Cash Ruane abstained from the vote as he was not in attendance of the last meeting. The motion was approved by the board.
Highway
–Road Commissioner’s report
Cash Ruane provided an update on the progress to the Highway Town Garage of which the garage bays were laid with concrete and apron out front. Ruane adds that he would like to have the floors coated and sealed with an epoxy paint. Ruane then discusses two Trailer quotes he has procured. For a 20-ton trailer with a 5 ft beaver tail, from S.R.I. out of Loudon, NH the quote is $36,894.45. For a 20-ton tag trailer with a 6 ft beaver tail, from Lucky’s is $29,245. Both quotes are for steel wheel and he would like to move forward soon with a purchase for this season. Ruane confirms that both trailers have a 35” loaded deck height with spring assist ramps. They are not tilt beds. Ruane discusses having moved an excavator to a project on the Clarendon River Road. Treasurer Heidi Congdon provides finance information of which $124,000 is available from the Highway Budget. Robert Congdon Motions to buy the trailer from Lucky’s using the Highway Budget funds. George Ambrose provides the second. Guest Eddie Baker interjects that Ruane should approach Lucky’s for a (2-For) Deal as the town could use a closed in trailer for carrying highway signs in addition to the open trailer. Select Board member Robert Congdon alters the current motion to authorize Cash Ruane for an amount up to $40,000 for the Highway Budget for the possible purchase of two trailers. George Ambrose provides the second and it is approved by all members. It is also noted that air brakes are preferable and would make for a better trailer.
-Approval of Letter of Intention to participate in the SFY26 Municipal Roads Grants-In-Aid Program.
Robert Congdon motions for the approval and signature on the Letter of Intent. Don Pratt provides the second. It is approved by all and signed by Chairman Mike Klopchin.
Approval of Select Board Warrants
Select Board warrants are approved and signed.
Guests
Public Comments
New Business
-Matt Jakubowski to present an updated Local Emergency Management Plan.
Matt Jakubowski presents the board with the newly adopted form for the Local Emergency Management Plan (LEMP) of which he has filled out for submission to the Vermont Emergency Management Regional Coordinator. Robert Congdon makes a motion to approve the new LEMP. George Ambrose provides the second. The form is approved by all board members and signed by Chair Mike Klopchin. The LEMP form is handed to the Administrative Assistant Kimberly Young to send to the Regional Coordinator and file at the Town Office.
-Carol Geery’s Resignation from the Planning Commission needs acceptance.
George Ambrose motions for the board to accept Carol Geery’s resignation letter. Don Pratt seconds the motion and it is approved by all.
-Discussion of Purchasing Banners for Kingsley Bridge for VT Covered Bridges week August 2nd through August 8th, 2025
Bob Underwood, Town Lister and member of the VT Covered Bridges Society discusses that purchasing of banners for our covered bridge, Kingsley would help the Covered Bridges Society celebrate their 25th Anniversary. The society (VCBS) which is a purely volunteer organization does much to help preserve Vermont’s Covered Bridges. The society has requested the Town of Clarendon to purchase two banners in the amount of $120.00 for August’s VT Covered Bridges Week and to become a member with a $15 membership fee. George Ambrose makes a motion to go ahead and order the banners as well as to pay the membership fee out of the board’s contingency fund. Cash Ruane provides the second and it is approved by all members.
–Approval of an order for two new tables and rolling file cabinets for the Town Hall.
Discussion of placing an order for 2 new tables for the Select Board members as well as 2 small rolling file cabinets. The total of all items is equal to $519.97. George Ambrose makes a motion to order the tables and cabinets out of existing grant money for office furniture. Robert Congdon provides the second and it is approved by all.
There is a brief conversation of the upcoming resident survey to update the Town Plan formulated by the Planning Committee. First steps from the committee are for all municipal elected and appointed officials and committee members to provide feedback by email surrounding suggestions, comments and content. Feedback to go to John Mckenna, Chair of the Planning Committee.
–Deliberation on The Future Land Use Map Hearing and Extension to make corrections to the map areas
Conversation ensues about the need for a hearing and getting the word out to Clarendon residents to discuss making updates to the Future Land Use Maps created by the Ruland Regional Planning Committee. Concern surrounds the undefined Tier 3 areas in addition to Rural General and Rural Agriculture/Forestry designations. An extension to send changes to the map areas has been granted to the Town of Clarendon for Thursday June 5th, 2025. Robert Congdon motions to pursue a bulk postcard mailing warning of a hearing for Wednesday June 4th, 2025 at 6:00PM at the Grange Hall seeking feedback on the map with a link to a website for additional information. George Ambrose seconds the motion. The motion is approved by all board members. A suggestion is made to invite someone from the Rutland Regional Planning Committee to attend; such as Steffanie Bourque or Logan Soloman. Ambrose questions how the changes decided upon will be sent to the planning committee. This will be discussed again at the next meeting but the consensus is that changes should be written up and sent by email to Logan Soloman as outlined in their presentation. A layered map will be sought after to ease the public’s ability to see property boundaries.
Old Business
-Discussion of Protocol and Review of forms concerning Hired Employee Performance Evaluations
George Ambrose discusses the need to finalize an evaluation process and forms for the town’s hired employees. He suggests a subcommittee of 2 or 3 board members be formed and tasked with creating policy and forms. Don Pratt comments that it should be made clear that annual reviews should not equate to monetary raises for the employees and evaluations should be done ideally twice a year. New hires should have a 9o day review. After the evaluation form (forms) are completed, the next step will be to formulate improvement plans and policies to address incidents that may occur. It is decided that George Ambrose and Robert Congdon will form the subcommittee that will create essentially 3 different evaluation forms for the Highway Road Crew, the Transfer Station Employees and the Administrative Assistant. Tight schedules may not allow the committee to meet until late June.
Town Officer’s & Committee Member Report
Treasurer Heidi Congdon has provided a copy of the Town of Clarendon General Ledger budget status report. She states that we are headed in to the end of the fiscal year but there is nothing notable to report at this time.
Chair of the Recreation Committee Sarah Kumm states that her event went well and there will be another one in the next 2 weeks. She invites all to come see the baseball field and a game. Mike Klopchin compliments the town ‘s highway crew which worked to expand the parking at the ballfield by the airport.
Lister Bob Underwood provides an update that the Town Lister’s are approaching the grievance process.
Fire chief Matt Jakubowski brings up the issue of the Grange Hall’s chimney which is pulling away from the building. He has reached out to a mason for a quote and recommendations as well as guidance from the Historical Society. George Ambrose cautions that a past Grant may tied to the building/chimney. Don Pratt discusses the condition and use of the front chimney.
The current chimney in question is currently being used for a boiler.
Road Commissioner Cash Ruane comments that Green Up Day went well this year and there were less tires than past years.
Select Board Member Concerns
Clerk George Ambrose discusses the transfer station. He has been visiting in the mornings that it is open; Wednesdays and Sundays. He feels that the increased price on the punch cards is going pretty well. An inventory counter has been provided to the crew and further discussions on the counter and card punching will continue.
Selectman Robert Congdon is working on a letter to the VT Legislature regarding the School Board. School Board member Len Doucette has expressed by email to Congdon that he shares the board’s concerns.
Adjournment
Robert Congdon motions to the end the meeting. Cash Ruane seconds the motion. The board approves and the meeting is adjourned at 7:28PM.
TOWN OF CLARENDON BOARD OF SELECTMEN MEETING REGULAR
Monday May 12, 2025
Clarendon Town Hall @ 6:00PM
AGENDA
Call to Order
Agenda additions/deletions
Approval of Meeting Minutes
Regular Meeting Monday April 28, 2025
Highway
Road Commissioner’s report
Approval of Select Board Warrants
Guests
Public Comments
New Business
-Matt Jakubowski to present an updated Local Emergency Management Plan.
-Carol Geery’s resignation from the Planning Commission needs acceptance.
-Discussion of Purchasing Banners for Kingsley Bridge for VT Covered Bridges week August 2nd through August 8th, 2025
Old Business
-Discussion of Protocol and Review of forms concerning Hired Employee Performance Evaluations
Town Officer’s & Committee Member Report
Select Board Member Concerns
Adjournment
