TOWN OF CLARENDON BOARD OF SELECTMEN MEETING
REGULAR
November 28, 2022
Minutes
Attendees:
Select Board
Mike Klopchin, Chair
Bob Bixby, Clerk
Robert Congdon
Cash Ruane
Art Menard
Heidi Congdon, Treasurer
Katie Nop, Secretary
Gloria Menard, Clerk
Richard Griffith, Health Officer
Kevin Peck, Cemetery Committee member
Joel Baker, Highway Dept. member
Aaron Hileker
Call to Order
Chairman Klopchin called the meeting to order at 6:01PM.
Agenda additions/deletions
N/A
Approval of Meeting Minutes
Selectman Bixby motioned to accept the Regular Meeting minutes from November 14, 2022
as presented, and Selectman Ruane seconded. The motion passed 3-0. Selectmen Congdon
and Menard abstained from the vote because they were not present at the last meeting.
Selectman Ruane motioned to accept the Special Meeting minutes from November 14, 2022
as presented, and Selectman Bixby seconded. The motion passed 3-0. Selectman Congdon
and Menard abstained because they were not present at the last meeting.
Highway
Road Commissioner Report
-
Road Commissioner Ruane reported that the paving on Creek Road will come to about
$53,000 after grant reimbursement. The shoulders on Creek Road came to $6,800 since the
town had a credit with Fullers (total came out to less than what was originally quoted).
Grader Quotes
–
Cash had two grader quotes- one from John Deere and one from CAT. He contacted Case
multiple times and didn’t hear back. The CAT grader came to $324,400 as a base price. With
the add-ons Cash would like it would come to $344,600. John Deere came in at $344,000.
CAT would take the town’s grader in trade for a value of $22,500. Selectman Congdon
asked if there’s any benefit between having a joystick operated grader versus a steering
wheel grader. Cash said the steering wheel option is cheaper. However, Cash felt like the
joystick option was better for resale value down the road. The grader that will be
purchased should last a long time and Cash thought the younger generation will be more
comfortable operating joysticks. Selectman Congdon felt like joysticks were new to graders
and asked how the electronics were long term. Selectman Bixby added that he was there
when the salesman came down, he recalled that he said that the joystick technology in
graders has been out for about 10 years. The salesman said 75-80% of municipalities he’s
selling to, purchase the ones with joysticks. Selectman Menard asked Cash which one he’s
leaning towards. Cash said he’s leaning towards the CAT 140 grader. There’s about a year
of lead time before the town would be able to get the grader, if approved tonight.
Selectman Congdon asked about the equipment purchase timeline; what is due for
replacement. Joel and Cash agreed the ’16 Mack would be up next (after the grader).
Selectman Congdon asked what was in the equipment fund. Treasurer, Heidi, reported
there’s $156,154.23 in the equipment fund and about $400k left in the ARPA fund. Heidi
reminded the Board about the external auditors’ suggestion of moving the ARPA money
into the general fund and then have the voters approve a buildings fund. There was much
discussion about the equipment fund and a possible buildings fund.
Selectman Congdon questioned whether Cash would sell the grader out right and get more
for it. Cash said if someone offered more than $22,500 then he would consider selling it.
The CAT salesman was fine with that. Heidi reported that the town had put $35,000 into
the grader in the last 2 years, so she hoped that the town would get more for the grader
than the proposed $22,500.
Selectman Congdon motioned to authorize the Road Commissioner to enter into an
agreement with Milton CAT to purchase the CAT 140 grader utilizing $150,000 from the
equipment fund, and requested $200,000 from the ARPA fund to be transferred into the
equipment fund to cover the remaining balance of the purchase, and for the agreement to
exclude any trade. Selectman Menard seconded for discussion. Selectman Congdon would
like to see the town get more for the grader, than what was proposed in CAT’s quote. The
motion passed unopposed.
Selectman Congdon motioned to transfer any remaining ARPA funds to the general fund to
offset expenses with the intent that there be a ballot article in March asking the voters to
establish a Clarendon Buildings Fund that those funds will then be moved into. Selectman
Bixby seconded. The motion passed unanimously.
FY22 Grants in Aid/FY23 Better Roads Reimbursement sign off
–
Katie explained that there were two grants utilized on the Teer Road project. There was
Better Roads ($19,800) and Grants-In-Aid ($12,100). The total for Better Roads came to
$73,350.36 with a town match of $53,550.75. Grants in Aid came to $27,461.45 with a town
match of $15,361.45. There was a lot of discussion on why and how the Better Roads grant
was so high. Road Commissioner Ruane figured the difference between someone who sits
behind a desk and fills out the grant v. someone who executes the project. Selectman
Congdon pushed back and said the RRPC professionals fill out grant applications all the
time and have a handle on them. The Better Roads grant was category B, where the max
offered is $20,000. The Board questioned whether they should be in a different category
with how large scale the project was. The Board did consider taking the labor total out of
the equation because they would be paying the road crew anyways to be doing projects
throughout the summer. After more debate, Selectman Congdon motioned for the
Chairman to sign off on the reimbursement forms for Better Roads and Grants in Aid to get
what money back the town could. Selectman Menard seconded and all approved.
Heidi added that there is a new individual at RRPC that will be assisting in the next Better
Roads grant and that Cash could relay this feedback to him.
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
Regional Emergency Management Committee appointment
–
Selectman Congdon motioned to appoint Craig Knapp who had expressed interest and for
the Chairman to sign off on the paperwork, and Selectman Bixby seconded. The motion
passed unanimously.
New Business
FY24 Cemetery Mowing bids
–
The Board received two mowing bids for FY24. One was from Intrinsic and the other from
Johnson’s Lawncare. The total for Intrinsic’s bid came to $10,626 and Johnson’s came to
$6,700. The hourly rate for both were $50/hour. Johnson’s Lawncare had the contract for
FY22 and Intrinsic holds the current contract. The Board looked to Kevin, Cemetery
Committee member, for his input. Kevin recalled that Johnson had a very small crew and
when it came to spring clean- up, they had difficulty getting it done in a timely manner.
Kevin liked seeing the owner of the company on the zero turn. Intrinsic has a large crew
and is able to accomplish much. They did damage a stone but responded well to fixing it.
Selectman Congdon motioned that they go back to Johnson’s Lawncare for FY24 cemetery
mowing and Selectman Bixby seconded. All Board members approved of the motion.
Moulton Ave Trash issues
–
Selectman Bixby said he’d start the conversation. They’ve had trash issues for years on
Moulton Ave and it’s getting increasingly worse. The neighbors are concerned about their
water quality, specifically since they’re so close to the elementary school. Aaron Hileker
was present and explained that he’s had rats and mice near his property due to the trash.
The current residence of concern is owned by Ardis Martin. Mr. Hileker described the place
looking like Hubbard’s [a dump].
The other residence that’s had a trash issue is owned by Scott Duncan. That property is
getting cleaned up, but there were about 30 tires that needed to be disposed of- which
indicates a business-which indicates a zoning issue.
Richard Griffith, Town Health Officer, said that in towns without a rental code, such as
Clarendon, they fall under the State’s. It does require the landlord to provide receptacles.
Ardis Martin’s property is also a rental. Richard will get contact info for Ardis and speak
with them about the code. Selectman Menard questioned if the owner was even aware of
the trash issue. She may not be local and could be unaware. The first step would be to make
contact and let her know of the issue.
Selectman Congdon added that if anything comes into Moulton Ave business wise, to notify
the new ZA about it.
Selectman Bixby said there is also concern for the dog that resides at Ardis Martin’s place.
It appears malnourished. Selectman Ruane had received 2 calls about the dog earlier in the
day. Neighbors report that it looks like it’s rummaging through trash to find food. The
Board asked Katie to contact the Sheriff’s dept. ASAP about the dog. They assumed it’s not
licensed either.
Town Officer’s Report
Treasurer, Heidi, reported that the town is currently working on its budget and the new
budget workshop will be on December 12 at 5PM.
There is a Select Board meeting scheduled for December 26 which is the day after
Christmas. Chairman Klopchin would like the Board to consider Wednesday the 28th
for a budget meeting at 5PM and then Regular meeting at 6PM. Katie suggested deciding at the
December 12 meeting when the next meeting should be, depending on where the Board is
at with budget. Selectman Congdon motioned to cancel the December 26th budget
workshop and Regular Meeting; Selectman Bixby seconded, and all approved. The Board
will figure out a possible meeting date at their December 12 meeting, if needed.
Town Clerk, Gloria, said she will not be at the office the next day. She will be attending the
recount between Art Peterson and Dave Potter that’s taking place at the Court House.
Cemetery Committee member, Kevin Peck, told the Board that the Cemetery Committee
would be meeting with the ladies who had reservations about the Cemetery rules. They will
be getting together before the next meeting and adjusting it. Kevin wanted some guidance
from the Board as to what they were willing to change or adjust. Selectman Congdon said
he felt that the rules regarding shrubs, trees, and artificial flowers should not change. There
is some leeway with the perennials (i.e. bulbs), if maintained. He’d like to see the line held
on glass and metal.
Select Board Member Concerns
N/A
Adjournment
Selectman Congdon motioned to adjourn at 7:16PM, Selectman Bixby seconded, and all
Board members approved.
TOWN OF CLARENDON BOARD OF SELECTMEN
BUDGET MEETING
Notice
Monday, November 28, 2022
Clarendon Town Hall @ 5:00 PM
Agenda
Call to Order
Agenda additions/deletions
Budget discussion
Public Comments
Recess
TOWN OF CLARENDON BOARD OF SELECTMEN MEETING
REGULAR
Monday, November 28, 2022
Clarendon Town Hall @ 6:00PM
AGENDA
Call to Order
Agenda additions/deletions
Approval of Meeting Minutes
Regular Meeting: November 14, 2022
Special Meeting: November 14, 2022
Highway
Road Commissioner Report
Grader Quotes
FY22 Grants in Aid/FY23 Better Roads Reimbursement sign off
Approval of Select Board Warrants
Guests
Public Comments
Old Business
Regional Emergency Management Committee appointment
New Business
FY24 Cemetery Mowing bids
Moulton Ave Trash issues
Town Officer’s Report
Select Board Member Concerns
Adjournment
