Brattleboro Selectboard Agenda and Notes – August 18, 2020

The revised Request for Proposals for a Facilitator of Community Safety Review will return to the board’s agenda at their next regular meeting. It has gone through a revision process by Town staff and should be ready for approval, but the possibility of a long discussion remains.

The board will consider revising the Agricultural Advisory Committee and talk about local and regional food planning, a new hazard mitigation plan committee might be formed, summer paving bids will be approved, and more. You can bring up other items not on the agenda during Public participation.

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The Brattleboro Selectboard will hold a regular meeting on Tuesday, August 18, 2020, at 6:15pm, on Zoom (with no physical location due to the ongoing social distancing requirements of COVID-19).  The attached agenda and administrative report contain information about how to access the meeting remotely, including the required “passcode.”  Information about how to connect to the meeting is also posted on the homepage of the Town’s website.  ASL interpreters will be available for deaf and hard-of-hearing community members.

Jan Anderson

Executive Secretary

Brattleboro Town Manager’s Office

230 Main Street, Suite 208

Brattleboro, VT  05301

(802) 251-8100

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BRATTLEBORO SELECTBOARD 

TUESDAY, AUGUST 18, 2020 

REGULAR MEETING – 6:15PM 

NOTE: This meeting will be held with no physical location using Zoom. 

Please join the meeting from your computer, tablet, or smartphone using this link: https://us02web.zoom.us/j/86067892659 

Passcode: 12261753 

You also can call in using your telephone 

by dialing any of these toll-free numbers in the United States: 

833-548-0282 

877-853-5247 

888-788-0099 

833-548-0276 

or you can access a list of non-toll-free numbers 

for locations around the world using this link: 

https://us02web.zoom.us/u/k2Hdbk6mA 

The “Meeting ID” for this meeting is: 

860 6789 2659 

The meeting will be carried live on BCTV: 

On Cable TV: Channel 1085 or Channel 10 

Streaming Online: https://www.brattleborotv.org/channel-10-stream 

Facebook Live: https://www.facebook.com/brattleborotv/ 

AGENDA 

1. CONVENE REGULAR MEETING 

2. APPROVE MINUTES – August 4 

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 – None 

9. UNFINISHED BUSINESS 

A. Request for Proposals (RFP) for Facilitator of Community Safety Review 

10. NEW BUSINESS 

A. Financial Report – Monthly Report for July 

B. Agricultural Advisory Committee (i) Review / Revise Charge and Reconsider Number of Members (ii) Discuss Resilient Local Regional Food Planning Process (iii) Announce Vacancies on Agricultural Advisory Committee 

C. Local Hazard Mitigation Plan – Hazard Mitigation Committee (i) Expand Committee Membership (ii) Announce Committee Vacancies 

D. Summer Paving Bids (i) Award Bid to All States Asphalt for Project #1 (ii) Award Bid to D.M.I. Paving for Project #2 

E. Ratify Town Manager’s Decision to Apply for JAG Grant – Police Department 

F. Announce Committee Vacancies –Town Boards and Committees 

11. CORRESPONDENCE/FYI 

A. Warrants 

B. Monthly Department Reports 

12. MEETINGS 

See Town Calendar 

13. ADJOURNMENT 

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MEMORANDUM 

To: Selectboard 

From: Peter B. Elwell, Town Manager 

Re: Administrative Report 

Date: August 14, 2020 

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The following will summarize the proposed motions for the Selectboard meeting on Tuesday, August 18, 2020, at 6:15pm, on Zoom (with no physical location due to the ongoing social distancing requirements of COVID-19). 

The public may join the meeting from a computer, tablet, or smartphone, using this link: https://us02web.zoom.us/j/86067892659 

Passcode: 12261753 

You also can call in using your telephone by dialing any of these toll-free numbers in the United States: 

833-548-0282 

877-853-5247 

888-788-0099 

833-548-0276 

or you can access a list of non-toll-free numbers for locations around the world using this link: 

https://us02web.zoom.us/u/k2Hdbk6mA 

The “Meeting ID” for this meeting is: 

860 6789 2659 

The meeting will be carried live on BCTV: 

On Cable TV: Channel 1085 or Channel 10 

Streaming Online: https://www.brattleborotv.org/channel-10-stream 

Facebook Live: https://www.facebook.com/brattleborotv/ 

7. LIQUOR COMMISSIONERS – None 

8. WATER AND SEWER COMMISSIONERS – None 

9. UNFINISHED BUSINESS

 A. Request for Proposals (RFP) for Facilitator of Community Safety Review Town Manager Elwell will present an updated RFP. The Selectboard will be asked to approve the RFP and to invite applications from people who are interested in serving  on the Community Safety Review Committee.

POTENTIAL MOTION: TO APPROVE THE RFP FOR FACILITATOR(S) OF THE COMMUNITY SAFETY REVIEW, AS PRESENTED (or as modified at this meeting). 

10. NEW BUSINESS 

A. Financial Report – Monthly Report for July Finance Director Andre Jaeger will present the financial report for July 2020. 

NO ACTION IS REQUIRED ON THIS ITEM. 

B. Agricultural Advisory Committee (i) Review / Revise Charge and Reconsider Number of Members (ii) Discuss Resilient Local Regional Food Planning Process (iii) Announce Vacancies on Agricultural Advisory Committee The Board is asked to review and revise the charge and size of the Agricultural Advisory Committee. As set forth in the memorandum dated August 6 from Planning Director Sue Fillion and Sustainability Coordinator Stephen Dotson, the Committee was originally established in 1983 to address the concerns voiced by the local farming community. 

The charge of the Committee has remained unchanged over the past 30 years, but the needs of the farming community have changed, as reflected in the updated Town Plan. Additionally, the Board is asked to include a resilient food system as part of the Committee’s charge. If the Board approves revising the Committee membership and its charge, the Board is then asked to announce vacancies to the Committee. 

POTENTIAL MOTION: TO RECONSTITUTE THE AGRICULTURAL ADVISORY COMMITTEE TO: (1) INCLUDE 7 MEMBERS WITH TWO-YEAR TERMS, STAGGERED WITH 3 MEMBERS TERMINATING IN 2021 (FOR THE START-UP YEAR) AND 4 MEMBERS TERMINATING IN 2022; (2) ADD 3 NON-VOTING EX-OFFICIO MEMBERS FROM COMMUNITY ORGANIZATIONS WITH EXPERTISE AND/OR INFLUENCE IN FOOD SYSTEMS; AND (3) ADOPT THE REVISED CHARGE, AS PRESENTED. 

C. Local Hazard Mitigation Plan – Hazard Mitigation Committee (i) Expand Committee Membership (ii) Announce Committee Vacancies The 2016 Brattleboro Local Hazard Mitigation Plan is required to be renewed in 2021. The purpose of the Plan is to identify hazards facing the town and to develop strategies for reducing risks from those hazards. In preparation for the Plan renewal, the Planning Department has begun the review process and is asking the Selectboard to reform the Hazard Mitigation Committee, as set forth in the memorandum dated July 16 from Planning Director Sue Fillion. The Planning Department proposes that the Committee be revised to consist of the following staff members (or their designees): Police Chief, Fire Chief, Director of Public Works, Planning Director, Zoning Administrator, and Town Manager. The Department also proposes expanding the committee to include a Selectboard member (1-year term), Selectboard appointed Planning Commission representative (1-year term), and two Selectboard appointed community representatives (2-year terms with one expiring in odd years and one expiring in even years). If the Board agrees to revise the committee, the Board is then asked to announce the vacancies. 

POTENTIAL MOTION: TO REVISE THE HAZARD MITIGATION COMMITTEE, AS FOLLOWS: (1) TO INCLUDE THE FOLLOWING STAFF MEMBERS (OR THEIR DESIGNEES): POLICE CHIEF, FIRE CHIEF, DIRECTOR OF PUBLIC WORKS, PLANNING DIRECTOR, ZONING ADMINISTRATOR, AND TOWN MANAGER, AND (2) TO ADD A SELECTBOARD MEMBER (1-YEAR TERM), SELECTBOARD APPOINTED PLANNING COMMISSION REPRESENTATIVE (1-YEAR TERM), AND TWO SELECTBOARD APPOINTED COMMUNITY REPRESENTATIVES (2-YEAR TERMS WITH ONE EXPIRING IN ODD YEARS AND ONE EXPIRING IN EVEN YEARS). 

D. Summer Paving Bids (i) Award Bid to All States Asphalt for Project #1 (ii) Award Bid to D.M.I. Paving for Project #2 The Board is asked to award bids for two summer paving projects, as set forth in the memorandum dated August 7 from Highway/Utilities Superintendent Dan Tyler. Project #1 consists of paving Meadowbrook Road, New England Drive, and Hinesburg Road. The Board is asked to award the bid for Project #1 to All States Asphalt, Inc.,  of Sunderland, Massachusetts, in the total amount of $191,524.60. Project #2 consists of paving Chestnut Hill, Acorn Lane, Preston Parking Lot, and the Police Department Driveway. The Board is asked to award the bid for Project #2 to D.M.I. Paving of Brattleboro in the total amount of $76,890. 

POTENTIAL MOTION: TO AWARD THE BID FOR SUMMER PAVING PROJECT #1 TO ALL STATES ASPHALT, INC., IN THE TOTAL AMOUNT OF $191,524.60. 

POTENTIAL MOTION: TO AWARD THE BID FOR SUMMER PAVING PROJECT #2 TO D.M.I. PAVING IN THE TOTAL AMOUNT OF $76,890. 

E. Ratify Town Manager’s Decision to Apply for JAG Grant – Police Department The Board is asked to ratify Town Manager Elwell’s decision to authorize the Brattleboro Police Department to apply for an Edward J. Byrne 2020 JAG Grant funded by the Department of Justice in the amount of $11,614. These grant funds would be used to pay for police training in accordance with the recommendations that will be forthcoming from the Community Safety Review. The application deadline was prior to the date of this meeting so Town Manager Elwell authorized the application. 

POTENTIAL MOTION: TO RATIFY TOWN MANAGER ELWELL’S DECISION  TO APPLY FOR AN EDWARD J. BYRNE 2020 JAG GRANT FUNDED BY THE DEPARTMENT OF JUSTICE IN THE AMOUNT OF $11,614. 

F. Announce Committee Vacancies –Town Boards and Committees The Board is asked to announce vacancies on various Town boards and committees. 

NO MOTION IS REQUIRED ON THIS ITEM.