TOWN OF CLARENDON BOARD OF SELECTMEN
Executive Session- Interviews
October 23, 2023
Attendees:
Selectboard
Mike Klopchin, Chair
George Ambrose, Clerk
Robert Congdon
Cash Ruane, via phone
Art Menard
Heidi Congdon, Treasurer
Part-time Road Crew Candidate #1
Part-time Road Crew Candidate #2
Call to Order
Chairman Klopchin called the meeting to order at 5:03PM.
Agenda additions/deletions
N/A
Executive Session- Conduct Interviews
Selectman Congdon motioned to go into executive session and Selectman Ambrose seconded. The motion passed unanimously.
Selectman Ambrose motioned to come out of executive session and Selectman Congdon seconded. The motion passed unopposed.
Selectman Congdon motioned that the Board had interviewed and agreed to extend a job offer to one of the two candidates, with Heidi to call said candidate and report back to the Board. Selectman Menard seconded and all Board members approved.
Adjournment
Selectman Congdon motioned to adjourn at 5:58PM and Selectman Menard seconded. The motion passed unopposed.
TOWN OF CLARENDON BOARD OF SELECTMEN MEETING REGULAR
October 23, 2023
Attendees:
Selectboard
Mike Klopchin, Chair
George Ambrose, Clerk
Robert Congdon
Art Menard
Heidi Congdon, Treasurer
William Chmielewski, PEG-TV
Kevin Peck
Mike Pedone
Greig Costantino
Casey Costantino
Jeannie Stimpfel
Teresa Miele
Bob Bixby
Patrick Murray
Thelecia Molaski
Shelley Lutz
David Cioffi
Norma Cioffi
Dan Pinkowski
Nichole Peterson
Beverly Brown
Call to Order
Chairman Klopchin called the meeting to order at 6:01PM.
Agenda additions/deletions
N/A
Approval of Meeting Minutes
Selectman Ambrose motioned to approve the minutes from the October 9th, 2023 Appropriation Workshop. Selectman Congdon seconded, and all approved.
Selectman Congdon motioned to approve the Regular Meeting minutes from October 9th, 2023. Selectman Menard seconded and the motion passed unanimously.
Highway
Road Commissioner Report-
N/A- Road Commissioner absent.
Excavator Rental damage issue-
The town had rented an excavator from Greig Costantino this past summer to complete a project on West Tinmouth Road. Selectman Congdon explained that the Board was provided invoices from the Costantinos for the excavator. Selectman Congdon explained that allegedly, there was damage done to the excavator while in town possession. Greig was present for the conversation. Greig explained that he was out of town when the crew picked up the excavator and returned it. Middletown Springs was the next town to use it and when they got it, they found the bucket hardly worked and contacted Greig. Greig described it as “swinging.” Greig then called the Clarendon crew to see what happened. The road crew reported to Greig that it’d always been like that. Greig continued and said that the Clarendon crew had a minor issue with the coupler and he came out to look at it and then repair it. He wondered why they didn’t report a much larger issue to him. The bucket not working was caused by the cylinder being ruined. Greig’s bill came to about $6500 to fix it. He explained that he rented the excavator out at a discounted price to the town to help save the town money, and he wasn’t okay with swallowing the $6,500 bill. Selectman Congdon motioned to refer this to the town’s insurance claims department. He said this will be the first step and see where it goes. Selectman Ambrose seconded the motion. The motion passed unopposed. Selectman Congdon explained to Greig, that depending on where the claim goes, the Board is open to more discussion with him. Selectman Ambrose thanked Greig for his town spirit.
Old Plow-
Selectman Congdon authorized the Road Commissioner to sell the old plow and Selectman Menard seconded. All Board members approved.
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
Cold River Maintenance Plan update-
Heidi explained that Katie had left email communication between her and Fitzgerald Environmental about a river maintenance plan for the Cold River for the Board to discuss. Evan Fitzgerald worked with NRCS after Irene and had left recommendations for the town to consider in the following years. One recommendation was to have a river maintenance plan in place. In Evan’s email he explained that a river maintenance plan would establish monumented cross sections of the river which with repeat measurements would determine when and how sediment would need to be dredged, in coordination with VT DEC. To develop the plan a ball park figure of 7-10k was quoted and periodic resurvey would be 2-3k. Selectman Menard was thinking that there should be something in the budget for this year or next. He also thought that there should be a river maintenance fund established and money put into it each year so that Clarendon is prepared to manage the river. Mike Pedone was present and added to the conversation that Clarendon budgets funds for road maintenance, but no river maintenance. Mike Pedone said that the town has to do something to control the river. It’s meandering. He said a good start would be to get a plan in place to be able to restore the river bed to it’s historic level.
Selectman Congdon said he had a conversation with someone who was familiar with a river maintenance plan and this individual stated that at one point, there was a regulation on how far material coming out of the river could be trucked. He would like that researched. Selectman Congdon agreed that budgeting funds for river maintenance was a good idea, and perhaps putting it on the ballot in the Spring to establish a reserve fund.
Chairman Klopchin asked what the town should do in the short term. He questioned what could be mitigated right now. Selectmen Congdon and Menard did not think the State would let the town in the river without a plan in place. Dan Pinkowski added that Fitzgerald was reached out to because he was so familiar with the Cold River. Nichole Peterson questioned what the Board is looking for in the plan, specifically. Selectman Congdon said what’s been discussed so far, with locations starting above Route 7 to down below the Peterson’s and remove the build up of materials. Nichole questioned where that material would be moved to once it’s removed. She expressed how they spent years with piles of gravels next door to them and the rock crusher.
Chairman Klopchin wondered if a committee should be formed to develop a river plan. The Board agreed that neighboring landowners will naturally be a part of the process because of the nature of how the plan takes shape, so a committee would not be needed at this point.
Dan Pinkowski questioned what could be done in the short term. He said there’s going to be more highwater events. It’s taken 6 feet of his bank. He would like to see the shallow bend armored on his side. He felt the grant project with NRCS was not effective. There was too much time between Irene and when the project was implemented- the river had already changed. He reminisced on this history of the river and the projects that have happened in recent history.
Selectman Congdon said that the $10,000 for a plan was a lot of money. He thinks that the figures presented should be communicated to the Town of Shrewsbury and see how willing they are on sharing costs. Dan Pinkowski advised asking Josh Carvajal (state river engineer), what can be done in the interim. His main concern is what can be done for armoring between Route 7 bridge and Middle Road bridge.
Selectman Congdon said that later in the fiscal year leftover funds should be identified that could be put towards a river plan. It’s imperative that the town gets moving on this.
New Business
Social Service Appropriation Policy-
The final Social Service Appropriation Policy draft was before the Board. The Board agreed that the correct revisions were made. Selectman Ambrose motioned to approve the policy and that it take affect for budget year FY25 (fall 2024) with the Board members to sign it. Selectman Congdon seconded and the motion passed unopposed.
MERP Energy Assessment Agreement-
There was an agreement before the Board to review and approve. It’s a memorandum of agreement between the State of Vermont BGS and Clarendon for a energy assessments under the Municipal Energy Resilience Program. The Town Garage and Town Hall were selected for energy assessments. Heidi explained that this assessment is a step in the process to access grant funds for energy efficiencies. Selectman Ambrose motioned to have the Chairman sign the agreement and Selectman Menard seconded. The motion passed unopposed.
Transfer Station emergency staffing-
Recently the Transfer Station had to close because all of the staff was ill. For one day, Kevin Peck, George Ambrose, and Mike Klopchin covered the Transfer Station so it could be open. The Board appreciated Kevin’s willingness. Selectman Menard said that he thinks there should be a list of people willing to cover, similar to an on-call list. Selectman Menard said Matt Jakubowski would be willing to cover a Saturday if needed. Chairman Klopchin said something should be posted on the website to compile a list of people. Mike Pedone expressed interest as well to be a backup person if needed. Theresa Miele questioned if volunteers have to be hired as employees. She wasn’t 100% familiar with municipalities, but she thought that even with an emergency list, those people would have to be set up as employees. The Selectboard members and Kevin that covered are already in the system and considered employees. Theresa Miele questioned if Selectboard members are considered employees. Heidi, confirmed that the Selectboard members are on payroll as employees. Heidi asked the Board if they are looking to pay these individuals or would they be volunteers. She said the Board needs to have their ducks in a row with insurance. Jeannie Stimpfel suggested having a sign-up sheet at the Transfer Station.
Town Officer’s Report
Heidi, Treasurer-
Heidi reported that taxes were due October 14. This year they had $241,529.67 go delinquent, which is the normal range for Clarendon. She provided the Board with a current budget status for their review.
Select Board Member Concerns
Selectman Congdon questioned what had come in so far for delinquent taxes. Heidi said about $39k had come in for delinquent taxes.
Adjournment
Selectman Congdon motioned to adjourn at 6:55PM and Selectman Ambrose seconded. The motion passed unopposed.
Notice:
TOWN OF CLARENDON BOARD OF SELECTMEN
Executive Session- Interviews
Monday, October 23rd, 2023
Clarendon Town Hall @ 5:00 PM
Agenda:
Call to Order
Agenda additions/deletions
Executive Session- Conduct Interviews
Adjournment
TOWN OF CLARENDON BOARD OF SELECTMEN MEETING REGULAR
Monday, October 23rd, 2023
Clarendon Town Hall @ 6:00PM
AGENDA
Call to Order
Agenda additions/deletions
Approval of Meeting Minutes
Appropriation Workshop: October 9th, 2023
Regular Meeting: October 9th, 2023
Highway
Road Commissioner Report
Excavator Rental damage issue
Old Plow
Approval of Select Board Warrants
Guests
Public Comments
Old Business
Cold River Maintenance Plan update
New Business
Social Service Appropriation Policy
MERP Energy Assessment Agreement
Transfer Station emergency staffing
Town Officer’s Report
Select Board Member Concerns
Adjournment
