Minutes
ARLINGTON SECECTBOARD
May 20, 2024
Members Present: Todd Wilkins, Cynthia Browning, Glenn Sherman, and Jamie Paustian
Members Absent: Dan Harvey
Also Present: Jenna Tate, Paul Woodard, GNAT-TV Videographer, Maxine Kaplan , and Janet Barry- via Zoom
The meeting was called to order at 7:00PM, by Mr. Wilkins.
Agenda Additions: Ms. Browning made a motion to add resignation acceptance and Highway equipment line overrun to the agenda as separate items. Mr. Sherman seconded. Motion carried.
Public Comments: Paul Woodard was at the meeting with some questions for the Board concerning the issues with his neighbor that has been discussed at past meetings. He inquired about receiving a letter from the Land Use Administrator, Mr. Zaiac said he should receive it soon, and he could also have it emailed to him. Mr. Zaiac asked him to write a letter with his thoughts of what he would like to see done and send it to the Land Use Administration office. Mr. Paustian said he will not issue any more permits for the neighbor at this time. The role the Select Board can play in creating burning ordinances was discussed. Mr. Paustian said it is illegal to burn garbage. Ms. Browning noted the health dangers associated with burning, for neighbors with asthma. Mr. Zaiac will check with VLCT for any power Towns can have in burning ordinances.
Minutes of the Meetings of May 6, 2024: Ms. Browning made a motion to approve the minutes of the meeting of May 6, 2024 as presented. Mr. Sherman seconded. Motion carried unanimously, with Mr. Harvey absent.
New Business: Resignations: Ms. Browning made a motion to accept the resignation letter from Land Use Administrator, Joan Nash. Mr. Sherman seconded the motion. Motion carried. Personal reasons were sited for the reason for the resignation. Mr. Sherman asked that a thank you letter be sent to Ms. Nash for her service. Ms. Browning made a motion to accept the resignation of Jamie Paustian from the Regional Emergency Management Committee. Mr. Sherman seconded the motion. Motion carried with Mr. Harvey absent and Mr. Paustian abstaining.
Appointments: Jenna Tate was at the meeting to introduce herself to the Board before accepting the ZBA appointment. She said she and her family moved to the area two years ago with four young children, and she and her husband have been looking for ways to get involved with the community. She feels her research and analytical skills will be an asset to the ZBA. Ms. Browning made a motion to appoint Jenna Tate to the ZBA. Mr. Paustian seconded the motion. Motion carried unanimously with Mr. Harvey absent. Ms. Browning made a motion to appoint Vince Thompson to the Regional Emergency Management Committee. Mr. Sherman seconded. Motion carried unanimously with Mr. Harvey absent. Ms. Browning made a motion to appoint Mr. Zaiac as interim Land Use Administrator and to post the position. Mr. Sherman seconded the motion. Motion carried unanimously, with Mr. Harvey absent.
Approval of ARPA Finalized Plans: Mr. Zaiac shared his screen with the proposed ARPA expenditures. He said that he and Mr. Sherman and Mr. Paustian had been working on the plan for a couple of months. Some of the proposed expenses are $44,000 for a side-by-side vehicle for the Fire Department, $15,000 for park sprinklers, buying/installing two hydrants for $21,000, $30,000 for a firehouse architect, $100,000 for South Road compliance, $80,000 for hydrology/engineering study and up to $100,000 for a large excavator, with a total of $662,000 for ARPA funds. The residual $24,655 can be put into a community organization, such as the Fire Company, as an unconditional gift so the money is not lost. Mr. Wilkins said he’d like to see a plan for future expenses and equipment purchases for what is actually needed for the Highway Department. It was discussed that the turnover in the Highway Department has caused each foreman to have their own ideas of what equipment is needed, and that the department will hopefully have stability now. Highway equipment will be discussed at the June 3, 2024 meeting. Ms. Browning made a motion to approve the ARPA Funds in concept and to authorize Mr. Zaiac to move forward with items ready for bidding. Mr. Sherman seconded the motion. Motion carried unanimously, with Mr. Harvey absent.
Personnel and Purchasing Policy Update: The Board had the updated Personnel and Purchasing Policies in their packets. It was discussed that bereavement time must be used within six months of the death, and comp time can be paid in cash in lieu of comp time off, for up to two years. It was decided that a doctor’s note stating the ability to return to work will now be needed after a four day absence. Having vacation requests in writing surrounding black out times was discussed. Ms. Browning made a motion to approve the personnel policy with discussed edits. Mr. Sherman seconded. Motion carried unanimously with Mr. Harvey absent.
Purchasing Policy: Mr. Zaiac proposed an adjustment in the Purchasing Policy, so the $10,000 threshold applied to the Highway and Fire Departments will now apply to all departments. From $1,500-$10,000 will only require approval of the Board if it is using funds from sinking funds, which is in line with new capabilities of the government. Mr. Paustian made a motion to approve the $1,500-$10,000 spending without prior Board approval. Ms. Browning seconded the motion. Motion carried unanimously, with Mr. Harvey absent.
Town Hall Window Replacement: Replacing the broken window in the Treasurer’s office with a window that matches the rest of Town Hall was discussed. Mr. Sherman made a motion to approve the purchase of one window for $1,909.38 from RK Miles. Ms. Browning seconded the motion. Motion carried unanimously, with Mr. Harvey absent.
Creation of New Accounting Line: Ms. Browning made a motion to approve the creation of a new accounting line for the Fire Department hazardous materials removal, with the amount of $3,700 to come from the repairs line. Mr. Sherman seconded the motion. Motion carried unanimously with Mr. Harvey absent. This is to pay the invoice for the PFAS foam disposal that has been completed.
Approval of Highway Line Overrun: Ms. Browning made a motion to approve the overrun of the Highway rental equipment line by $1,900 to cover the loader rental. Mr. Sherman seconded the motion. Motion carried unanimously, with Mr. Harvey absent.
Line Striping Award: Mr. Zaiac said only one bid was received for line striping for 2024, from TopKote for $7,904.16. Ms. Browning made a motion to approve the bid from TopKote Applicators for restriping for $7,904.16. Mr. Sherman seconded the motion. Motion carried unanimously with Mr. Harvey absent.
All Other Business: None
Town Administrator Report: Mr. Zaiac had supplied the Board with his report. He said there had been a lot of grant work done, and the Town was awarded the Better Roads Grant, so four culverts on River Road can be replaced with 80% subsidized.
WD Warrants and Orders: Ms. Sherman made a motion to approve Water Department Warrant #10, in the amount of $2,031.42, with GMP payments over $1,000, and supplies, gas, and operating fees from the State. Ms. Browning seconded the motion. Motion carried unanimously, with Mr. Harvey absent.
Warrants and Orders: Mr. Sherman made a motion to approve Warrant #10, from the General account, in the amount of $30,537.526, with big number items being backhoe rental, cap for the new Fire Department truck, GMP, Microsoft annual renewal, and Peckham for stone. Ms. Browning seconded the motion. Motion carried unanimously, with Mr. Harvey absent.
All Other Business: none
Mr. Sherman made a motion to adjourn the meeting. Mr. Paustian seconded. Motion carried. Meeting adjourned at 8:16PM.