Derby Line Trustees Meeting
March 5, 2013
Present: Trustees Keith Beadle, Perry Hunt, and Buzzy Roy, Aaron and Karen Barrup, Gilles Blais; Laurie Moss Asst. Clerk
Keith called the meeting to order at 6:31 PM.
Perry moved that the minutes of the previous meeting be approved as written, Buzzy seconded, motion passed.
Buzzy moved that the reading of the Rules of Procedure be waived, Perry seconded, motion passed.
Aaron Barrup from the Eagle Scouts came to the meeting with an idea to fund raise money for two eight foot benches for the baseball and tennis courts. The benches will be made of the hard plastic so no wood rot. Aaron informed the trustees that the benches will be $730.00 each. The trustee asked if they would be able to raise that much money for the benches. The full amount would be difficult and asked if the trustee could budget sum funds to help with the project. The trustee agreed there is money in the playground equipment account to fund one of the benches. Trustee thanked Aaron for improving the park.
The Control Panels on Elm Street are almost done but the rails need to be replaced. The village borrowed 11,000 from Passumpsic Savings Bank in February. Perry said we will need another $4,000 to $6,000 to finish up the project. Perry was wondering if we should borrow or budget the rest of the money. The Trustees agreed that village is under budget for the control panels so the village will borrow the money in the spring. Buzzy made a motion to borrow the $4,000 to $6,000 in the spring, Perry seconded the motion all favor.
Vermont Electric bill was very high for the Elm Street Control Panel and the Garage on Baxter Ave. Brian Fletcher had Brian Ricard from VT Electric to test the meters and both meters are working at 99.9%. The Elm Street Control Panel has been high since the contractor worked on it. Perry is working on why it is so high. Brian told Laurie to wait for the next billing cycle. Brian feels he may have found the problem.
Vt. Department of Transportation time to setup a meeting and Perry will be calling to set that meeting up.
VLCT Workman’s Comp correspondence letter for Robert Joyal claim in February. The letter was to make sure Robert and the village understood his benefits for being on workmen’s comp.
Village Center Designation Renewal for Derby Line is pleased to provide the village a formal notification that, Downtown Development Board renewed the Designation of Derby Line Village Center. The designated area will remain eligible for all benefits available to a designated village center for the next 5 years.
Buzzy noticed that there was one light out on Elm Street and one on Main Street.
He will check one more time and call them in to Vt. Electric.
Budget was finalized.
Warrants were signed.
The next meeting on March 19 will commence at 6:30PM.
The meeting adjourned at 7:10 PM.
Respectfully,
Laurie Moss, Asst. Clerk
Derby Line Trustees Meeting
March 15, 2013
Present: Trustees Keith Beadle, Perry Hunt, and Buzzy Roy, Laurie Moss Asst. Clerk
Keith called the meeting to order at 9:02 AM..
Perry moved that the minutes of the previous meeting be approved as written, Buzzy seconded, motion passed.
Buzzy moved that the reading of the Rules of Procedure be waived, Perry seconded, motion passed.
The trustees amended Article 3. To elect the following offices: A Trustee for a three year term, one Lister, one Water Company Director, one Auditor for a three year term, one Treasurer for a three year term, one Clerk for a three year term, one Delinquent tax collector for a three year term.
Perry made a motion and Buzzy seconded is, all in favor.
The next meeting on March 19 will commence at 6:30PM.
The meeting adjourned at 7:10 PM.
Respectfully,
Laurie Moss, Asst. Clerk
Derby Line Trustees Meeting on 3/19/13
Present: Trustees Keith Beadle, Buzzy Roy; also Gilles Blais, Claudia Letourneau and Chad whitehead(Dufresne Group)
Keith called the meeting to order at 6:30 PM
Buzzy moved that the minutes from the meetings of Mar. 5 and Mar. 15 be approved as written, Keith seconded, motion carried.
Buzzy moved that the reading of the Rules of Procedure be waived, Keith seconded, motion carried.
Claudia Letourneau, a resident of Derby Line, was present to inquire about the Village Clerk and Treasurer positions which will be voted on at the Annual Meeting on Apr. 2. She stated that she is a part time employee for the State Health Department and a part time employee for Wright’s Auctions taking care of payment records. She has not taken bookkeeping courses, but has experience in payroll accounting. She was informed of the hours for the positions, possible salary and benefits. She said she will be present at the Annual Meeting and plans to be nominated for the positions.
Chad Whitehead of Dufresne Group was present to kick off the planning program for the sidewalk project slated for Main Street and Caswell Ave. He said there would be no construction until 2014 to avoid having to pour cement in the fall of 2013. Problems spots for the project are in the right of ways for the Place and Ron Taber properties due to the presence of retaining walls. The project would rebuild sidewalks from the north end of the Irving Station on Main St., up the south side of Caswell Ave to the end of the sidewalk there, and a short distance up the west side of Highland Ave. if the budget permits.
He outlined the project as follows: Main St. would get an 8 foot concrete sidewalk with a granite curb from the Irving Station to Caswell Ave. The first 800 feet of Caswell Ave. would have a 5 foot cement sidewalk with granite curbing, while the next 800 feet would have a 5 foot cement sidewalk with a grassy median strip and probably no curbing. The Highland Ave. segment would run about 500 feet, depending on drainage and budget; it may get granite curbing. One major goal of the project is to get rid of the two crosswalks on Caswell Ave just east of the Haskell Library. this will require the construction of a new retaining wall adjoining the Place property, and relocating the sidewalk to the south side of the street net to the new wall.
Final plans for the project will be done in 2013, with construction ready to proceed in early 2014 as soon as the construction can start. Bids would be asked for by March, 2014. Mr. Whitehead estimates that the project should take no more that 90 days. He will return on Apr. 16 with plans to locate utilities and other conceptual items.
Buzzy moved to enter into a formal agreement with Dufresne Group for the planning design of the sidewalk, Keith seconded, motion carried. Keith signed the agreement, with a copy for Village files.
Keith will call Wayne Elliot about the planning loan for the Elm Street water line as proposed by A&E.
In relation to this project, Keith has arranged for the Trustees to be present at the Apr. 15 Derby Selectboard meeting to discuss each municipality’s responsibilities for this project.
Buzzy moved that the Village approve a Community Financial Services proposal to have CFS manage the Orpha Durland Fund for the next year, Keith seconded, motion passed. Keith signed the agreement for the Village.
The Trustees then signed warrants.
The meeting adjourned at 7:40 PM.
Respectfully,
Keith Beadle, Acting Clerk
Derby Line Trustees Meeting on 04/02/13
Present: Trustees Keith Beadle, Buzzy Roy; Perry Hunt, Gilles Blais and Laurie Moss Asst. Clerk
Keith called the meeting to order at 6:00 PM
Buzzy moved that the minutes from the meetings of Mar. 19 be approved as written, Keith seconded, motion carried.
Buzzy moved that the reading of the Rules of Procedure be waived, Keith seconded, motion carried.
The Trustee were reminded to be available go to the meeting on April 15, 2013 at the Derby Town office for the Elm Street Water Project discussion.
The Trustees then signed warrants.
The meeting adjourned at 6:15 PM.
Respectfully,
Laurie Moss Asst. Clerk
Derby Line Trustees Meeting on 4/16/13
Present: Trustees Keith Beadle, Buzzy Roy, Ralph Miko; also Gilles Blais, Brian Fletcher, Vicki Graton, Chris Blais, Paula Dumont and Laurie Moss Asst. Clerk.
Keith called the meeting to order at 6:32 PM
Buzzy moved that the minutes from the meetings of April 2, 2013 and the Annual Minutes be approved as written, Ralph seconded, motion carried.
Buzzy moved that the reading of the Rules of Procedure be waived Ralph seconded, motion carried.
Vicki Graton requested to use Baxter Park for a Buddy Walk. The Buddy Walk is a form of Special Olympics and Penguin Plunge. It is geared more for the children with special challenges not just children with Downs Syndrome. The field day would be on the 8th or 15th of June about 2:30 to 3:00. Vicki’s main concern is the possibility of using the park. The Buddy Walk is still in the planning stages and Vicki will inform us with updates on times and dates. Vicki is planning on 30 to 50 people or more. The trustees ask if there was anything the Village could do to help her with the event. She will let one of us know. The Trustees stated they like to see the community using the Park. That is what is there for and its intended use.
Chris Blais is interested in forming a Nominating Committee for Derby Line. Chris discussed that the committee would consist of members of the Village. They would help find active citizens of Derby Line willing and qualified to fill in the elected position when a position comes up for vote at an annual meeting. Chris was concerned with the way the 2013 Annual Meeting went with electing a Trustee and Village Clerk. She stated we should have a committee in place with people willing and able to do the elected jobs. Chris also would like a section on the Spring Newsletter that goes out with the Water Bills stating that the Village is looking for people to be on the board. Chris gave an example of how the Nominating Committee would work. The committee will have three people on the board that would have names of people that would be interested for the elected positions, instead of people nominating people that have not even been asked if they wanted to do the job. The trustees discussed that it would be a good idea and to go ahead with the plans of getting in touch with the villagers.
The Village received a Hazardous Waste Generator Registration form for the hazardous waste oil for the Village Garage. Keith looked into the matter and we are exempt from any fees because we are a municipality.
The bridge that covers the Tomifobia River off of Baxter Ave has had its calendar year 2012 Bridge Inspection Report and was found to be in good condition. The bridge is closed off and is not being used, but is in good condition.
Keith received the Town & Road Inspection Standard Certificate that informed them about a meeting on May 9th. Brian Fletcher attended the meeting with Keith at the Agency of Transportation, previously in Newport. At the meeting they talked about the class 1, 2, 3, 4 highway paving standards. The Village of Derby Line is doing fine with keeping up with the standards. Buzzy asked if we need to do any of these repairs that the Agency of Transportation is offering in this certificate. Brain stated that the culverts that we do have are 3 to 6 inches and do not require the repairs. The Transportation made some suggestion when there is a water or sewer repair to put topsoil and netting to keep the dirt down. Brian stated that when they are currently doing repair the way the Agency requires. The road crew has to have least 6 hours of training per year. The training can be split up between the three employees. The Certificate will provide money to the Village if we meet the standards set. Then if the Village signs off on doing so, the money percentage rate will be 80/20. If the village doesn’t sign off then the rate will be 70/30. It will in the Village’s best interest to sign the certificate. The Agency of Transportation will fund us 80% of our paving as long as we have budgeted $20,000. So that would provide the Village with $100,000 worth of paving. Keith figured that would be a mile of highway road. Buzzy moved to sign the Town and Road Inspection Certificate, Ralph seconded, motion carried.
Keith prepared a brief letter to the Public Service Board and The Derby Selectmen. The letter was about Article 16 on last year’s straw poll vote stating the consensus of the Village was opposed to the Wind Turbine project. The letter was over looked last year at this time, so we are now sending the letter. Laurie will copy the letters and they will be sent out tomorrow.
It was noted that the Charter Change will be discussed at the next Trustee meeting. This Charter Change that was written in 1989.
The Community Bancorp vote was made to vote yes on all sections. Buzzy moved to sign the Community Bancorp vote, Ralph seconded, motion carried.
Karen Jenne wrote a letter stating that she would like the Village to get the books audited by a CPA because Derby had done so previously after their Treasurer stepped down. The trustees feel the in-house auditors could do the job. Gene Besaw’s office does our audits but not for embezzling, so the trustees feel that in-house auditors could accomplish what is needed.
Buzzy confirmed that the officers have been sworn in; yes all have but Mike Marsh.
The Elm Street Pump Station has been under repair. The pump needs seals and the inside needs to be replaced. Brian wanted to let the trustees know about this repair because it happened two weeks ago. Brian wasn’t sure if Perry had told them about it because of the Annual Meeting and it may have been over looked. Brian informed the trustees that it will cost approximately $2,000. The trustees were very glad that Brian came forward and would like for Brian to come to the Village meetings to keep them informed what is going on in the Village. Perry always had the report for the trustees meeting of what was being done and what had to be done for repairs in the Village.
The trustees appointed Brian as the Road Forman. This gives Brian command for day to day decisions. If there are major problems or they are going to go over the budget with a repair he will let the trustees know.
Ann Azur on Patenaude Street will be calling about the water line. Brian discussed that the house been vacant for quite a while. The Azurs are now renting it and the water line is broke from the main line to the house. Brian looked into why it had frozen from the water having been shut off. Brian had found that the water line was pitched the wrong way and the water didn’t drain causing the pipe to break. Ann Azur told Brian that she thinks that the Village should pay for the damages. The water ordinance states that the water line that comes off the Village main line is the customer’s responsibility. The Village will put the hot mix patch on the road.
Ralph would like see for next year’s Annual Meeting that whomever they pick to be moderator is given more time to prepare for the meeting. He suggested that the moderator could sit down with the trustees when they setup the warrant.
Wayne Elliott had a couple of ideas of raising money for the Elm Street Project. If Derby is willing to participate in the project, they could have a vote on having the Derby taxes raised up a penny or two to put into a bond. The Town and Village need to vote to do so and the vote should be done on the same day. He would like to come back to talk to the Trustees and Derby Select Board about this. The next village meeting is May 7 but both Keith and Ralph will not be able to make it. The Trustees agreed to change the meeting date to May 14th and 28th. Keith will invite Wayne Elliott and Brain Smith and the rest of the select board to join the meeting on 14th. The Village and the Town of Derby are still in the planning stages of the Elm Street Water Project.
The new restaurant is going to replace the water pipes to the main line. They are going to use a burrowing method that allows them to go under the pavement and the 3 feet of cement of Main Street without digging up the street to put the pipe line in.
The Trustees then signed warrants.
The meeting adjourned at 7:40 PM.
Respectfully,
Laurie Moss, Asst. Clerk
Derby Line Trustees Meeting on 5/14/2013