TOWN OF CLARENDON BOARD OF SELECTMEN MEETING REGULAR
Monday October 14, 2024
Clarendon Town Hall @ 6:00PM
MINUTES
Guests
Mike Klopchin, Chairman
George Ambrose, Clerk
Cash Ruane
Art Menard
Robert Congdon
Ashley Robinson, Admin Asst
Heidi Congdon, Treasurer
Kevin Peck, Lister
William PEG-TV
John McKenna
Jan McCoy
Jimmy Austin
Eddie Baker
Shelly Lutz
Call to Order
Chairman Klopchin called meeting to order at 6:00 pm
Agenda additions/deletions
N/A
Approval of Meeting Minutes
-Regular meeting September 23, 2024
Selectman Ambrose motioned to approve the regular meeting minutes from September 23, 2024. Selectman Ruane provided the second. The motion was approved by all.
**New Business** Moved ahead in meeting from normal placement
-Town Plan Revision- John McKenna
The Planning commission has been working on the town plan for the past few months. It came to the commissions attention that the plan was expired. The group made the changes that were required by law with help from the Rutland Regional Planning Commission. They made the statistical updates that were needed, as well as the educational information that needed updating. There were no other changes made outside of those areas. There was a public hearing on September 16th for the residents to ask any questions or voice concerns, however no one from outside of the Planning Commission came to the hearing. Chair of the commission, John McKenna, requested the Selectboard to hold a hearing that is required by statue for the town plan to be approved. Selectman Ambrose spoke on the minimal changes that were made would seem to not be objected by the community and that he suggests to schedule the hearing within the next few board meetings. Selectman Ambrose motioned to move forward with holding a hearing on the 13th of October to finalize the town plan. Selectman Menard reminds the other board members that we are in the begging stages of budgeting and that we need to watch dates for that as well. Selectman Ruane agrees and Treasurer Congdon speaks on how she was going to request at that same meeting to hold the beginning budget workshop. Selectman Ruane was concerned about doubling up the hearing and workshop prior to the regular selectboard meeting. Treasurer Congdon suggests starting the hearing at 4:30-5, and then budgeting 5-6pm. John McKenna reminded the board that no one came to the meeting the planning commission had, and he says with the minimal changes he doesn’t foresee anything different happening for this hearing. Selectman Menard provided the second on the motion. John McKenna speaks of the expiration of the town plan and how this is something that ages out every 8 years. Selectman Ruane had the question of conservancy of forest land, and wonders if it ties up the development of a property owner. Mr. McKenna says theoretically it could, however it is required by statute to make the changes in the plan. Ruane was concerned with development and households being full, and what type of development is suggested. McKenna states town plan is just an idea of what the town would like to see. The Zoning bylaws are what actually controls what happens in the town. After more chatter among attendees the motion was approved by all members of the board.
Highway
-East St Drainage south of Bump Rd
Selectman/Road Commissioner Ruane would like to have a site visit with board members at the location of 1943 East St to discuss road drainage issues with the board and homeowner. Selectman Congdon agrees and will reach out to home owner on when this could happen and let the board know. Commissioner Ruane believes the work they are intending to do would be completed within 4 hours.
-South Creed Rd (Hathaway)
Hathaway has completed the debris removal from the Otter Creek on the south side of Creek Rd. There was a suggestion to have him come back to add boulders to the side of the road to prevent someone going off the road in the area that the work was done. Selectman Congdon asks if there is still remaining grant money to have the extra work covered. Commissioner Ruane updated the board with the work that had been completed, there was a small section that Hathaway had bid on that was not able to be completed due to final disapproval from the state. We are waiting on Hathaway’s final bill and need to find out if we can armour 70-80 feet of the bank with any remaining monies. The grant had already had an extension therefor requesting another amendment would be questionable, but Ashley will look into it.
-Employee update
New associate, Richard Miller, is working great and Commissioner Ruane is impressed. He is shown that he is able to use payloader, trucks, and roadside mower. He also is showing initiative which is great.
-Paving update
Creek Road shoulder work was done Monday 10/14/24. Cold River Rd will be done in the near future and Fuller will let us know when that can happen.
-Beavers Chippenhook
There is a beaver issue in the area of Firehouse Lane bridge. Ashley updates that there are strict guidelines on removing beavers and dams. Our animal control person, Ken Reed, is waiting approval from Vermont Fish and Wildlife to trap the beavers to slow down the building of the dam. There is small talk about the water backing up in the area and then the dam letting loose. The dam is able to be removed anytime between June 1st to October 1st.
Approval of Select Board Warrants
Guests
N/A
Public Comments
Shelly wanted the town to know that Rutland Town rented a grader worked on their portion of Quarterline Road. There is disappointed on how this was done, however it’s a start.
Old Business
-Furnace Replacement
Ashley spoke about starting to see bids on furnace replacements. We have a propane bid in hand, and are waiting on more. The state of Vermont is requiring all oil tanks to come out of the ground by 2030, so it was suggested to look at a different source of heat. Selectman Congdon suggested to ask Lyme Green, as well as Master Plumbing out of Ludlow for other bids. Ashley will look into both. Shelly asks if we have had our heat pumps serviced. We have not and will need to set this up to maintain them.
-Height Bars for bridge
Selectman Congdon suggested if we are going to do something, use the heavy duty I-beam. Treasurer Congdon and Selectman Menard do not want these as they will impede with the overall look of the bridge. The town of Lyndon is installing beams 40’ away from the openings due to their bridge bring damaged and the flashing height lights have not deterred drivers from passing through. The board discusses the distance we have on each side to see if it would be feasible. Emergency vehicles would still be able to pass with the exception of fire trucks, which have never been able to go over the bridge. Selectman Ruane reminds the board the plow trucks need to be able to back close enough to back drag snow so the beam would be questionable. Selectman Ambrose asks how many times in the last ten years has the bridge actually been hit. Selectman Menard reminds the board that the bridge is insured and if it gets hit get it fixed. Selectman Congdon recalls in his 13 years it has been clipped roughly 3 times. Eddie Baker suggests using I-beams right against the front of the bridge, or just leave it alone. You would have to drill down so far to get a good base to do so. In the past there has been no structural failure of the bridge when it has been clipped. The board decided to leave the bridge as is with no bars.
-Siding Discussion
The board wondered if any more bids have come in, which they haven’t. They reviewed the one quote they have again and decided to try to get more bids. The Primo Company that had sent in the bid had sent the warranty information and companies insurance. Selectman Ruane asks if it is fair to get more bids with Primo’s amount already being public knowledge. The board tabled this discussion until more bids are obtained.
Selectman Congdon suggested speaking to someone who may be able to look over the bid we did receive to see if they feel it is a fair and in the ballpark of doing the work. The board also agrees. Congdon also spoke regarding all of the other issues within the building that would need to be looked at along with the siding for the budget that is available (especially insulation).
Town Officer’s & Committee Member Report
Treasurer Heidi Congdon: Taxes are due tomorrow 10/15/24 with the office being open 10-4. The town accepts post parks as long as they are marked by 10/15. There is also a drop box on the exterior of the building which can be used, and will be checked first thing in the morning of 10/16/24. $768,000 is what is left to collect, being roughly $150,000 less than the previous year.
Delinquent Collector Ashley Robinson: At the close of last year roughly $240,000 went delinquent from that year. The remaining amount is $87,000 that is owed.
Select Board Member Concerns
N/A
Executive Session Personnel
-Selectman Ruane motioned to enter executive session 7:20pm with Selectman Ambrose providing the second. The motion was approved by all.
-Selectman Congdon motioned to come out of executive session at 7:25pm with Selectman Menard providing the second. The motion was approved unanimously.
The board was made aware of an employee personal issue.
The board also was made aware of Ira requesting Clarendon to do the winter maintenance of Weaver Hill Road. The board had previously made the decision to not maintain any other towns roads, and will have the Administrative Assistant write a letter to Ira explaining that we do not enter road maintenance agreements with other towns. Selectman Congdon motioned the letter being sent with Selectman Menard providing the second. The motion was approved unanimously.
Adjournment Chairman Klopchin adjourned the meeting at 7:26pm
TOWN OF CLARENDON BOARD OF SELECTMEN MEETING REGULAR
Monday October 14, 2024
Clarendon Town Hall @ 6:00PM
AGENDA
Call to Order
Agenda additions/deletions
Approval of Meeting Minutes
-Regular meeting September 23, 2024
**New Business** Moved ahead in meeting from normal placement
-Town Plan Revision- John McKenna
Highway
-East St Drainage south of Bump Rd
-South Creed Rd (Hathaway)
-Employee update
-Paving update
-Beavers Chippenhook
Approval of Select Board Warrants
Guests
Public Comments
Old Business
Furnace Replacement
Height Bars for bridge
Siding Discussion
Town Officer’s & Committee Member Report
Select Board Member Concerns
Executive Session Personnel
Adjournment
