Brattleboro Selectboard Agenda and Notes – October 3, 2023

The Brattleboro Selectboard will delay Town work on Community Safety Review items until the state completes work on Phil Scott’s public safety initiative during their next regular meeting.

They’ll hear about their new website, buy winter sand, plan to realign Melrose Street, consult with the school board, announce committee vacancies, and more. You can bring up other items not on the agenda as long as the Chair doesn’t decide to cut you off as you begin talking.

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The Brattleboro Selectboard will hold their regular meeting on Tuesday, October 3, 2023 at 6:15pm in the Selectboard Meeting Room at the Brattleboro Municipal Center (230 Main Street). Prior to the regular meeting, at 5:30pm, the Board will convene and is expected to immediately enter into executive session to discussion contracts. Invited into the executive session are the Town Manager and the Assistant Town Manager. No action will be taken in executive session. The public may also participate in the meeting over Zoom. The attached agenda contains information on how to access the meeting remotely, including the required “passcode.”  ASL interpreters will be available for deaf and hard-of-hearing community members.

 

 

Jessica Sticklor (she/her/hers)

Executive Assistant

Town of Brattleboro

230 Main Street, Suite 208

Brattleboro, VT 05301

(802) 251 – 8115

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BRATTLEBORO SELECTBOARD

TUESDAY, OCTOBER 3, 2023

SELECTBOARD MEETING ROOM + ZOOM

EXECUTIVE SESSION – 5:30PM

REGULAR MEETING – 6:15PM

The physical location for this meeting will be the Selectboard Meeting Room at the Municipal Center

at 230 Main Street.

If you join the meeting from your computer, tablet, or smartphone, please use this link:

https://us02web.zoom.us/j/86067892659

The “Meeting ID” for this meeting is:

860 6789 2659

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

(*6 Mute/Unmute – *9 Raise Hand)

The meeting also will be carried live on BCTV:

On Cable TV: Channel 1079

Streaming Online: https://www.brattleborotv.org/channel-1079-livestream

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

AGENDA

(please note that all times are approximate)

1. CONVENE REGULAR MEETING (6:15 PM)

2. APPROVE MINUTES – September 19, 2023

3. CHAIR’S REMARKS

4. MANAGER’S COMMENTS

5. SELECTBOARD COMMENTS AND COMMITTEE REPORTS

6. PUBLIC PARTICIPATION (6:25 PM)

7. CONSENT AGENDA (6:40 PM)

A. Living Memorial Park Generational Improvements Design – Award $107,250 Bid

B. Changezi Second Class Tobacco and Tobacco Substitute Endorsement – Renew License

C. Echo Seasonal Third Class Liquor License – Renew License

D. New England House Seasonal Third Class Liquor License – Renew License

E. Viking Farms – Approve Second Class Liquor License

F. Engineering Agreement for Lead Service Line – Approve Contract Not to Exceed $450,000

G. Rectangular Rapid Flashing Beacons – Approve $26,900 Purchase

H. 2023 Justice Assistance Grant – Accept Grant and Appropriate $12,412

I. Fiscal Year 2024 Heating Fuel Contract – Ratify Bid Award for $3.199/Gallon

J. White Cane Awareness Day – Approve Parade Permit

8. NEW BUSINESS (6:45 PM)

A. Community Safety Review Implementation – Update (6:45 PM)

B. New Town Website – Presentation (7:25 PM)

C. Winter Road Sand – Approve Bid for $17.50/Cubic Yard (7:55 PM)

D. Melrose Street Layout – Discussion (8:05 PM)

E. Windham Southeast School District Board Consultation (8:15 PM)

F. Announce Committee Vacancies (8:35 PM)

9. CORRESPONDENCE/FYI

A. Warrants

10. MEETINGS

See Town Calendar

11. ADJOURNMENT (8:40 PM)

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MEMORANDUM

To: Selectboard

From: John Potter, Town Manager

Re: Administrative Report

Date: September 29, 2023

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The following will summarize the proposed motions for the Selectboard meeting on Tuesday, October 3, 2023. The Board will convene the regular meeting at 6:15pm in the Selectboard

Meeting Room and on Zoom. All times listed below are approximate, and interested parties should monitor the meeting if they do not want to miss an agenda item.

Join the meeting from a computer, tablet, or smartphone, using this link:

https://us02web.zoom.us/j/86067892659

The “Meeting ID” for this meeting is:

860 6789 2659

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

(use *6 to Mute/Unmute, *9 to raise Hand)

The meeting also will be carried live on BCTV:

On Cable TV: Channel 1079

Streaming Online: https://www.brattleborotv.org/channel-1079-livestream

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

7. CONSENT AGENDA (6:40 PM)

A. Living Memorial Park Generational Improvements Design – Award $107,250 Bid

B. Changezi Second Class Tobacco and Tobacco Substitute Endorsement – Renew License

C. Echo Seasonal Third Class Liquor License – Renew License

D. New England House Seasonal Third Class Liquor License – Renew License

E. Viking Farms – Approve Second Class Liquor License

F. Engineering Agreement for Lead Service Line Assessment – Approve Contract Not

To Exceed $450,000

G. Rectangular Rapid Flashing Beacons – Approve $26,900 Purchase

H. 2023 Justice Assistance Grant – Accept Grant and Appropriate $12,412

I. Fiscal Year 2024 Heating Fuel Contract – Ratify Bid Award for $3.199/Gallon

J. White Cane Awareness Day – Approve Parade Permit

In a memorandum dated September 19, 2023 Recreation and Parks Director Carol Lolatte discusses the proposed generational improvements to Living Memorial Park along with the bid process for design services for this project. Staff believe that Micheal Petrovick Architects, PLLC provided the best bid. They are a local company out of Keene, NH and they have worked with Steve Horton a number of times. Petrovick’s fee is the lower of the two bids at 2.75% of the project cost ($3,900,000) which comes out to $107,250. The budget for design services is $106,402. By approving the Consent Agenda, the Board will award the contract to Michael Petrovick Architects, PLLC for Architectural and Engineering Services for the Living Memorial Park Generational Improvements design services.

In a memorandum dated October 3, 2023 Town Clerk Hilary Francis discusses the renewal process and the renewal applications for: Changezi Food Mart, INC located at 228 Canal Street (Tobacco License, Tobacco Substitute Endorsement and Second Class Liquor License), Echo Restaurant and Lounge located at 69-73 Main Street, (Third Class Liquor License) and The New England House, located at 254 Marlboro Road (Third Class Liquor License). By approving the Consent Agenda, the Selectboard will approve the renewal of a Tobacco License, Tobacco Substitute Endorsement and Second Class Liquor License for Changezi Food Mart, INC located at 228 Canal Street, a Third Class Liquor License for Echo Restaurant and Lounge located at 69-73 Main Street, and a Third Class Liquor License for The New England House, located at 254 Marlboro Road.

In a memorandum dated October 3, 2023 Town Clerk Hilary Francis discusses the Second Class Liquor License application for Viking Farms, located at 580 Canal Street. The application has been reviewed and approved by Town staff. Ms. Ash will be present at the Selectboard meeting to address any questions should this be pulled from the Consent Agenda. By approving the Consent Agenda, the Board will approve a Second Class Liquor License for Viking Farms located at 580 Canal Street.

In a memorandum dated September 18, 2023 the Department of Public Works (DPW) Director Dan Tyler discusses the EPA’s revision of the Lead and Copper Rule that requires all water systems to develop an inventory of all service lines (LSLI) to determine the presence of lead. The Drinking Water State Revolving Loan Fund (DWSRF) has developed a loan program to help communities with the cost of this work. DWSRF’s estimate to complete Brattleboro’s inventory is $450,000. The program will provide $100,000 forgiveness initially and 50% forgiveness for the remainder, resulting in a maximum expense of $175,000 to the Town. A planning loan has been submitted to DWSRF for the maximum amount. $75,000 is included in the FY24 Capital Budget for the LSLI. Additional funds can be budgeted in the FY25 Budget if expenses are more than anticipated. By approving the Consent Agenda, the Board will authorize a contract with Defresne Group Consulting Engineers, for creating a lead service line inventory, for a fee not to exceed $450,000.

In a memorandum dated September 21, 2023 DPW Director Dan Tyler discusses the Town’s current Rectangular Rapid Flashing Beacons (RRFBs). Tyler adds that during the FY24 Budget process it was determined that it would be possible and appropriate to install four RRFBs a year. The Traffic Safety Committee has created a list of locations for the RRFBs. An additional RRFB was included in the design of the Western Avenue bike lanes. Of the original locations discussed by the Traffic Safety Committee, Western Avenue at Greenleaf Street is the last remaining location. The remaining locations will be determined at the October meeting of the Traffic Safety Committee. Migma Systems, Inc., of Walpole, MA provided the best pricing per RRFB. The cost of each unit is $5,380 and the lead time to receive the units is one month. The hope is to install a portion of the RRFBs in the fall and the remaining units in the spring. By approving the Consent Agenda, the Board will authorize the purchase of five sets of Rectangular Rapid Flashing Beacon (RRFB) crosswalk signals for a cost of $26,900 from Migma Systems, Inc.

In a memorandum dated September 26, 2023 Assistant Police Chief Jeremy Evans discusses the 2023 Justice Assistance Grant the Town received from the Department of Justice Bureau of Justice Assistance. By approving the Consent Agenda, the Board will accept and appropriate a Justice Assistance Grant in the amount of $12,412.

In a memorandum dated September 28, 2023 Finance Director Kimberly Frost discusses the heating oil bid process. The Town was given a competitive price that was only good for 24 hours and so the Town agreed to accept the low bid price on September 26, 2023. The Board is asked to ratify that decision. By approving the Consent Agenda, the Board will ratify the Town Manager’s Decision to accept the low bid from Discount Oil of Keene, NH for the Per Gallon Price of $3.199 for FY24 #2 Fuel Oil.

The Board is asked to approve a parade permit for the VABVI & DBVI White Cane Awareness Day parade to be held on October 13, 2023.

POTENTIAL MOTION: TO ACCEPT THE CONSENT AGENDA, AS PRESENTED.

8. NEW BUSINESS (6:45 PM)

A. Community Safety Review Implementation – Update (6:45 PM)

In a memorandum dated September 29, 2023 Town Manager John Potter discusses the purpose of the Community Safety Review Implementation Update. He also discusses Governor Phil Scott’s public safety initiative, led by Jim Baker. Mr. Baker is planning an effort in Brattleboro that has some overlap with the Town’s project. To respect the state’s process and not have simultaneous, overlapping, community safety conversations, staff have suggested that the Town’s project wait and be informed by the outcomes of the state’s work. Town Staff will plan to return to the Selectboard with an update that revises the Town’s Community Safety Review Implementation project which will incorporate the state’s findings and results. Staff will prepare materials for upcoming Selectboard meetings that address community safety-related topics. Mr. Baker will be in the meeting to speak with the Board and answer any of the Board’s or the public’s questions.

POTENTIAL MOTION: NO ACTION IS REQUIRED AT THIS TIME.

B. New Town Website – Presentation (7:25 PM)

Town Communications Coordinator Seth Thomas will give a presentation regarding the new Town website. He will be available to answer any of the Board’s or the public’s questions.

POTENTIAL MOTION: NO MOTION REQUIRED AT THIS TIME.

C. Winter Road Sand – Approve Bid for $17.50/Cubic Yard (7:55 PM)

In a memorandum dated September 15, 2023 Public Works Director Dan Tyler discusses the bid for winter sand. DPW has chosen the cheaper, ‘picked up’ sand price in the past, but after analysis of the cost in wages and fuel that it takes to pick up the sand, DPW believes it will be cheaper to choose the delivered option. Public Works requests that the Board accept the bid from Zaluzny Excavating for delivered sand for $17.50 per cubic yard.

POTENTIAL MOTION: TO AWARD THE FY24 WINTER SAND BID TO ZALUZNY EXCAVATING FOR THE “DELIVERED” PRICE OF $17.50 PER CUBIC YARD.

D. Melrose Street Layout – Discussion (8:05 PM)

In a memorandum dated September 25, 2023 Planning Director Sue Fillion discusses the Melrose Street realignment and asks the Selectboard to move forward with this process. After the requisite notices, publications and certified letters go out, the Selectboard will conduct its sight visit. Before the motions are moved during discussion of this item, the Board is asked to discuss and determine a date and time for the site visit, to be read with the motions.

POTENTIAL MOTION: TO DISCONTINUE A PART OF MELROSE STREET AND TO ALTER, LAYOUT, AND ESTABLISH A NEW LOCATION OF MELROSE STREET. TO CONDUCT A SITE VISIT ON [INSERT DATE] TO BE CONVENED AT [INSERT TIME] WITH A PUBLIC HEARING TO FOLLOW THEREAFTER AFTER CONCLUSION OF THE SITE VISIT AT THE SELECTBOARD MEETING ROOM.

E. Windham Southeast School District Board Consultation (8:15 PM)

The Selectboard has been asked to consult with the Windham Southeast School District on candidates for their open School Board Seat. Included in the Board’s materials are the applications for the candidates being considered.

POTENTIAL MOTION: NO MOTION REQUIRED AT THIS TIME.

F. Announce Committee Vacancies (8:35 PM)

The Board is asked to announce vacancies on all Town Boards and Committees.

POTENTIAL MOTION: NO MOTION REQUIRED AT THIS TIME.