At their next Tuesday meeting, the Brattleboro Selectboard will begin to spend big money on the Police-Fire Facility project with an $800,000 contract for architectural services and $290,000 for property on Church Street on the agenda.
The board will also form a committee to look at skating rink options, discuss the town website as well as local hiring, hire Lane Construction ofNorthfield, MA for paving, regulate food carts, and more. You can bring up other matters not on the agenda during public participation. Watch on BCTV or attend in person, and read all about it here afterwards.
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The Brattleboro Selectboard will meet on Tuesday, July 16, 2013 in the Selectboard meeting room at the Municipal Center. It is anticipated that the Board will enter into executive session at 5:00pm to discuss five contractual matters and one civil matter, and reconvene the business meeting at 6:15pm.
Jan Anderson
Executive Secretary
Brattleboro Town Manager’s Office
(802) 251-8100
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BRATTLEBORO SELECTBOARD
TUESDAY, JULY 16, 2013
EXECUTIVE SESSION – 5:00PM
REGULAR MEETING – 6:15PM
AGENDA
1. CONVENE REGULAR MEETING
2. APPROVE MINUTES
3. CHAIR’S REMARKS
4. MANAGER’S COMMENTS
5. SELECTBOARD COMMENTS AND COMMITTEE REPORTS
6. PUBLIC PARTICIPATION
7. LIQUOR COMMISSIONERS – NONE
8. WATER AND SEWER COMMISSIONERS
A. WWTP – Monthly Report from Hoyle Tanner
B. WWTP – Monthly Financial Report
9. UNFINISHED BUSINESS
A. Nelson Withington Skating Rink – Formation of Ad Hoc Committee, Mission Statement
B. Department Reports – Fire Department, continue discussion; Recreation & Parks
C. Town Manager Search – Update
10. NEW BUSINESS
A. Financial Report – Preliminary FY13 Year-End Report
B. Community Development Block Grant – Public Hearing, Windham-Windsor Housing Trust Scattered Site Grant
C. Zoning Ordinance Amendment – Public Hearing, Planning Commission
D. Award Contract – FY14 Paving
E. Strand Avenue – Project Update
F. Approve Contract – Northeastern Collaborative Architects
G. Police-Fire Facility – Purchase and Sale Agreement
H. Police-Fire Facility – Project Manager
I. Award Contract – Heating Oil Contract
J. Committee Vacancies
K. Brattleboro Website – Discussion (moved from 7/2/13 meeting)
L. Local Hiring – Discussion (moved from 7/2/13 meeting)
M. Street/Sidewalk Blocking Permit – Soap Box Derby
N. Petition for Order of Pole and Wire Locations – Fairpoint
O. Rename Private Right of Way – Buttonwood Drive
11. CORRESPONDENCE/FYI
A. Warrants
B. Department Monthly Reports
12. MEETINGS
See enclosed Town Calendar
13. ADJOURNMENT
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TO: Selectboard July 9, 2013
FROM: Barbara Sondag, Town Manager
SUBJECT: Administrative Report
The following will summarize the proposed motions for those items on the Agenda for the Tuesday, July 16, 2013 Selectboard Meeting. The meeting will be convened at 5:00pm when it is anticipated that the Board will enter executive session to discuss five contractual matters and one civil matter. The regular meeting will begin at 6:15pm.
7. LIQUOR COMMISSIONERS – NONE
8. WATER AND SEWER COMMISSIONERS
A. WWTP – Monthly Report The Board is in receipt of the monthly report from Hoyle Tanner and Associates regarding the Wastewater Treatment Plant Upgrade. The Board is asked to authorize the Town Manager to sign the Change Order corresponding to the proposed changes at the Spring Tree Pump Station.
POTENTIAL MOTION: TO AUTHORIZE THE TOWN MANAGER TO SIGN TH CHANGE ORDER CORRESPONDING TO PROPOSED CHANGES OF $2,280 IN ADDITIONAL COSTS AND EIGHT ADDITIONAL CONTRACT DAYS.
B. WWTP – Monthly Financial Report The Board is in receipt of the monthly financials associated with the Wastewater Treatment Plant Upgrade.
POTENTIAL MOTION: NONE
9. UNFINISHED BUSINESS
A. Nelson Withington Skating Rink – Committee Formation At the July 2 meeting the Board discussed the formation of a committee to oversee the long-term repairs of the major components at the Nelson Withington Skating Rink. I would propose the creation of a five-member ad hoc committee. The mission of the Skating Rink Committee would be to review the myriad of options available to the Town to replace and/or repair the aging components of the Nelson Withington Skating Rink. The Committee will review options that take into the consideration the following matters: costs, types of refrigerant, energy efficiencies, current and future operating cost, seasonal use of the facility, and financial burden on the facility users. The Committee will return to the Selectboard with two-three proposed final options. Carol Lolatte will serve as staff liaison to the Committee with technical expertise provided by Paul Ethier.
POTENTIAL MOTION: TO CREATE A FIVE MEMBER AD-HOC SKATING RINK COMMITTEE WHOSE MISSION IS TO REVIEW OPTIONSTHAT TAKE INTO THE CONSIDERATION THE FOLLOWING MATTERS: COSTS, TYPES OF REFRIGERANT, ENERGY EFFICIENCIES, CURRENT AND FUTURE OPERATING COST, SEASONAL USE OF THE FACILITY, AND FINANCIAL BURDEN ON THE FACILITY USERS. THE COMMITTEE WILL RETURN TO THE SELECTBOARD WITH TWO-THREE PROPOSED FINAL OPTIONS AND TO HAVE CAROL LOLATTE SERVE AS STAFF LIAISON TO THE COMMITTEE.
B. Department Reports – Fire Department and Recreation & Parks At the July 2 meeting the Board heard from Fire ChiefMike Bucossi who reported on the operations of the Fire Department. The Chief will be in attendance to answer any questions the Board might have with regard to his report. Carol Lolatte, Recreation and Parks Director will also report to the Board on operations under the R&P department.
POTENTIAL MOTION: NONE
C. Town Manager Search – Update The Board will update citizens on the search for a new Town Manager.
POTENTIAL MOTION: NONE
10. NEW BUSINESS
A. Financial Report – Preliminary FY13 Year-End Report Finance Director John O’Connor will update the Board on the year-end closeout process.
POTENTIAL MOTION: NONE
B. Community Development Block Grant – Public Hearing, Windham-Windsor Housing Trust Scattered Site Grant The Board is asked to hold a public hearing on a proposed CDBG application. Serving as lead agency for the Windham Windsor Housing Trust, the Town would seek grant funding in the amount of $1.2M in Vermont Community Development Program funds to be used to continue funding of the Southeastern Vermont Rehab Loan Fund. This revolving loan fund, managed by Windham Windsor Housing Trust, makes loans to low and moderate income home owners. The funding being requested would fund the loans and pay for program operations and management. At its February 5 meeting the Board accepted the request from WWHT to serve as lead applicant for this program.
POTENTIAL MOTION: NONE
C. Zoning Ordinance Amendment– Public Hearing The Board is asked to hold a public hearing and then vote on a proposed zoning ordinance amendment. The proposed amendment would regulate mobile food units and food carts on private property through the addition of special standards. The action comes after the Board at its May 21 meeting approved changes to the Town Ordinances that removed permitting of mobile food units and food carts with the understanding that the Planning Commission would add language to the Zoning Ordinances to regulate these businesses. I believe that these proposed changes more clearly regulate mobile food units and food carts. The Board is asked to hold a public hearing and then vote to approve the amendment. The Planning Commission held a public hearing on June 24 and voted to forward the matter onto the Selectboard for adoption. (Please note that zoning ordinance amendments require the Selectboard to hold one public hearing and vote but that Town ordinances require two public hearings and a vote.)
POTENTIAL MOTION: TO APPROVE THE PROPOSED AMENDMENTS TO THE BRATTLEBORO ZONING ORDINANCES AS PRESENTED.
D. Award Contract–FY14 Paving The Board is asked to award a contract in the amount of $257,436.20 to Lane Construction of Northfield MA for the Fiscal Year 2014 paving of Old Ferry Road, Quail’s Hill Road, Bullock Street, Whipple Street, Bridge Street, Marlboro Avenue, and Wellington Drive. The Town received three bids in response to our request for submittals and Lane Construction is the lowest bid.
POTENTIAL MOTION: TOAWARD A CONTRACT IN THE AMOUNT OF $257,436.20 TO LANE CONSTRUCTION OF NORTHFIELD MA FOR THE FISCAL YEAR 2014 PAVING PROJECTS.
E. Strand Avenue – Project Update The Board will hear an update on the Strand Avenue retaining wall project.
POTENTIAL MOTION: NONE
F. Approve Contract – Northeast Collaborative Architects The Board is asked to approve the contract in the amount of $850,000 to Northeast Collaborative Architects for architectural services related to the Police-Fire Facilities Project. The Board authorized the Town Manager, Project Manager, Town Attorney and Board Chair David Gartenstein to negotiate with NCA. This contract is the result of those discussions.
POTENTIAL MOTION: TO APPROVE THE CONTRACT IN THE AMOUNT OF $850,000 BETWEEN THE TOWN OF BRATTLEBORO AND NORTHEAST COLLABORATIVE ARCHITECTS.
G. Police-Fire Facility – Purchase and Sale Agreement The Board is asked to approve a Purchase and Sale agreement with Paul and Dale Dunnell for the property at 14 Church Street. The agreement calls for the Town to purchase the property for $290,000 and for the landowner to take down the building. The Town will be responsible for Phase I and II environmental studies and remediation efforts outside the scope of the project will be shared up to $50,000. Remediation efforts outside the scope of the project over $50,000 will be negotiated separately with both parties able to remove themselves for the agreement.
POTENTIAL MOTION: TO APPROVE AS PRESENTED THE PURCHASE AND SALE AGREEMENT BETWEEN THE TOWN OF BRATTLEBORO AND PAUL AND DALE DUNNELL FOR THE PROPERTY LOCATED AT 14 CHURCH STREET.
H. Police-Fire Facility – Project Manager At its June 27 meeting the Police-Fire Facility Committee voted to recommend to the Selectboard that the Town enter into contract negotiations with Steve Horton for Project Management Services from construction through occupancy of the Police-Fire Facilities. Horton’s current contract as Project Manager will expire upon completion of construction documents but does contain the option for extension through construction. The P-F Facility Committee believes that with the July 2 decision to utilize a Construction Management firm, extending Horton’s contract completes the Town’s Design-Construction Team. The Board is asked to authorize the Town Manager, Town Attorney and Selectboard Chair to enter into contract negotiations with Steve Horton for project management services. Minutes from the June 27 Police-Fire Facility Committee are in the Board’s packets.
POTENTIAL MOTION: TO AUTHORIZE THE TOWN MANAGER, TOWN ATTORNEY AND SELECTBOARD CHAIR TO ENTER INTO CONTRACT NEGOTIATIONS WITH STEVE HORTON TO EXTEND HIS CONTRACT AS PROJECT MANAGER THROUGH OCCUPANCY.
I. Award Contract – Heating Oil Contract The Board is asked to award a prepaid fuel oil agreement with Discount Oil of Keene, NH at a rate of $3.197 per gallon. The Town joined Windham Southeast Supervisory Union in requesting bids for prepaid heating fuel. Two bids were received and Discount Oil was the cheaper bid by 0.102/gallon.
POTENTIAL MOTION: TO AUTHORIZE THE TOWN MANAGER TO ENTER INOT A PREPAID FUEL OIL CONTRACT WITH DISCOUNT OIL FOR 82,000 GALLONS OF #2 HEATING FUEL OIL FOR THE PERIOD JULY 1, 2013 THROUGH JUNE 30, 2014.
J. Committee Vacancies – Announce The Board will review current Town Committee vacancies and determine a new date for accepting volunteer applicants. In addition the Board is asked to make appointments to the following committees: Citizen Police Communications Committee (CPCC), Conservation Commission, Energy Committee, and Tree Advisory Committee. These vacancies were advertised in May but applications were recently received. There is an application for the ADA Advisory Committee. Vacancies were not published for that committee as the Committee has not yet finalized its bylaws (where committee membership numbers and terms are stated). It is my recommendation that the Board delay appointments and advertising until the bylaws are finalized.
POTENTIAL MOTION: TO APPOINT TRISTAN TOLENO TO THE CPCC (2-YEAR TERM), MERRIBELLE COLES TO THE CONSERVATION COMMISSION (FOUR-YEAR TERM), DEBORAH SILVER TO THE TREE ADVISORY COMMITTEE (3-YEAR TERM), AND KATHLEEN WHITE TO THE ENERGY COMMITTEE (3-YEAR TERM).
K. Brattleboro Website – Discussion At the request of a Board member the Board will take up discussion of the Town’s website.
POTENTIAL MOTION: TBD
L. Local Hiring/Purchasing – At the request of a Board member the Board will take up discussion of hiring local. Included in the Board’s packet is the section from the Town’s purchasing policies regarding utilization of local business.
POTENTIAL MOTION: TBD
M. Street/Sidewalk Blocking Permit – Soap Box Derby The Board is asked to approve a street blocking permit for the annual Soap Box Derby at John Seitz Drive in the Exit One Industrial Park on August 18 from 8:00am until 5:00pm.
POTENTIAL MOTION: TO APPROVE A STREET BLOCKING PERMIT FOR DANIEL KORNGUTH AND THE SOAP BOX DERBY AT JOHN SEITZ DRIVE ON AUGUST 18 (RAIN DATE AUGUST 25) FROM 8:00AM UNTIL 5:00PM.
N. Petition for Order of Pole and Wire Locations – Fairpoint The Board is asked to approve a petition from Fairpoint Communication for the placement of a pole on the Town right-of-way at Harris Avenue. The resident at #10 Harris Avenue has requested this action. Engineer Technician Gary King has been to the site and has spoken with the resident.
POTENTIAL MOTION: TO APPROVE THE PETITION FROM FAIRPOINT COMMUNICATION TO PLACE POILE 1-1 TEL ROUTE HARRIS AVE SOUTH WHICH WILL CREATE AN AERIAL CROSSING OVER HARRIS AVENUE AS SHOWN ON THE PROVIDED PAPERWORK.
O. Rename Private Right of Way – Buttonwood Drive The Board is asked to approve a name change for Buttonwood Hill. The proposed name is Buttonwood Drive.
POTENTIAL MOTION: TO APPROVE THE NAME CHANGE OF BUTTONWOOD HILL TO BUTTONWOOD DRIVE.
