May 17, 2021
Members Present: ( Via phone or Zoom) Dan Harvey, Matthew Bykowski, Cynthia Browning, Todd Wilkins, and Glenn Sherman
Members Absent: None
Also Present: (Via phone or Zoom) Town Administrator- Nick Zaiac, Denise Monte, Olavi and Susan Wirkki, Jessica Roberts, Darren Marcy-Manchester Journal, and Janet Barry
The meeting was called to order at 7:00 PM, by Mr. Harvey
Public Comments: Mr. Harvey opened the meeting by asking for public comments. There were none.
Minutes of the Meeting of May 3, 2021. Mr. Bykowski made a motion to accept as presented, the minutes of the previous meeting, May 3, 2021. Mr. Wilkins seconded. Motion passed unanimously.
Highways: Mr. Zaiac gave the Board an update on the Highway Department. He said grading has mostly been completed and tree work will begin in earnest. He said the new wood chipper is working as intended, and ditching work will start in within the next week to two weeks.
Old Business: Conference Room RFP: Mr. Bykowski had a slide show presentation for the Board and Mr. Zaiac about obtaining an entry level video conferencing system for Town Hall, that was discussed at the last meeting. The system would allow Board members, or members of the public to be able to be a part of meetings, virtually, in real time. Mr. Bykowski said he sent three RFP’s and received two quotes. The request for proposal was also on the Town’s website. He said the system would be built for Zoom Room software, which the general public is now used to using. There will be a 180-degree cameral view, computer, sound bar, and 65”LED commercial grade display mounted on the wall in the front of the room upstairs at Town Hall. One quote was from Audio Video Corporation for $9,818.00, and one from Pro AV for $13,787.37. In addition to the cost of the system, there will also be a recurring $49.00 per month Zoom Room fee. Mr. Bykowski said it will take 6-10 weeks to get the system, and would most likely be closer to 10 weeks, due to various supply chain, and shipping issues related to shortages due to the pandemic. It will take approximately three days to install and train personnel to use the system, but will still be able to meet the first date of resumed in person Select Board meetings, of July 13, 2021. Mr. Bykowski said the system should last between 5-7 years and can be paid for from the Sinking Fund Technology Line. Mr. Zaiac said he will find out soon if money from the government Covid relief package can be used for this purpose. Mr. Wilkins made a motion to award the purchase of Zoom Room components to Audio Video Corporation for $9,818.00. Mr. Sherman seconded. Motion passed unanimously.
Town Hall Reopening: The Board again discussed having Town Hall fully opened on July 1, 2021. Mr. Wilkins made a motion to have Town Hall fully opened on July 1, 2021. Mr. Bykowski seconded. Motion passed.
Designation of Red Mountain Project and Wastewater Project Leads: The Board discussed having a couple of Board members head a subcommittee to negotiate with the Red Mountain project. Ms. Browning and Mr. Sherman agreed to be project leads for Red Mountain. Mr. Bykowski and Mr. Wilkins agreed to be Select Board leads for the Wastewater Project. Ms. Browning said she felt that with Mr. Bykowski and Mr. Wilkins also being on the School Board, which is also involved with the Wastewater Project, it might be better for another Board member to be on the subcommittee. Mr. Harvey said he would be willing to be on the subcommittee, and Mr. Wilkins said he would be willing to step away to ensure there is no perception of a conflict of interest, even though he feels there is none. Mr. Bykowski and Mr. Harvey will be Wastewater Project leads.
New Business: Mobile Vendor Number of Licenses Policy and Mobile Vendor Fee Policy: Mr. Zaiac drafted a new Mobile Vendor Fee Policy and a Mobile Vendor Number of Licenses Policy, which were entered into the record. Mr. Bykowski made a motion to approve the Mobile Vendor Fee Policy. Mr. Sherman seconded. Motion passed unanimously. Mr. Bykowski made a motion to approve the Mobile Vendor Number of Licenses Policy. Mr. Wilkins seconded. Motion passed unanimously. Memorials and Monuments Policy: Mr. Zaiac drafted a new Memorials and Monuments Policy. Mr. Bykowski made a motion to approve as presented, the Memorials and Monuments Policy. Mr. Sherman seconded. Motion passed unanimously.
Town Attorney Resignation: Mr. Zaiac spoke of the letter of resignation from Town Attorney, Joe O’Dea, that will be effective this August. He said he has been the Town attorney for more than 50 years and thanked him for his many, many years of exceptional service. Mr. Bykowski said they would discuss an RFP to replace Mr. O’Dea in Executive Session. Mr. Wilkins made a motion to accept with regrets, Mr. O’Dea’s resignation as of August 1, 2021, with many, many thanks and best of luck in the future. Ms. Browning seconded. Motion passed unanimously. Mr. Harvey said he could help draft a letter of appreciation and gratitude for Mr. O’Dea and have it at the next meeting.
School Mower Purchase: Mr. Zaiac spoke to the Board about the school purchasing a new mower. He said the Town can help them to receive the best price using the Sourcewell membership that the Town has been granted for being a municipality. The Town will purchase the mower through this membership and the school will reimburse the Town. Mr. Wilkins made a motion to authorize a co-operative purchase of a new mower and to be reimbursed by the school. Mr. Bykowski seconded. Motion passed unanimously.
Executive Session: Mr. Bykowski made a motion that premature discussion of a personnel matter, a contractual matter, and a legal matter would cause the municipality to suffer substantial disadvantage. Seconded by Mr. Wilkins. Mr. Bykowski made a motion to enter into Executive Session for discussion of a personnel matter, a contractual matter, and a legal issue, and to allow Mr. Zaiac to remain in the room. Mr. Wilkins seconded. Motion passed. The Board entered Executive Session at 7:33PM. The Board came out of Executive Session at 8:07PM. No decisions were made as a result of the Executive Session.
Highways, con’t: Mailbox Policy: Ms. Browning spoke to the Board about some mailboxes on Town roads being very close to the Right of Way. Ms. Roberts said the Post Office has exact dimensions for mailbox placement. Mr. Zaiac said he has a copy of the Town’s Mailbox Policy and the rules are close, but not exactly the same at the Post Office requires, and require room for snowplows. Mr. Zaiac asked that he be told of any mailboxes that appear to be too close to the road, and he will check into it, and this will be discussed at a future meeting.
Town Administrator Report: Mr. Zaiac said the Highway crew has been doing lots of grading in south and central Arlington. He said he has been working on Cemetery items, grant preparation, and filling the Animal Control position. He said he had checked into possible funding opportunities for a potential sewer system. He also said Mr. Snow had an initial review of the project to install wells and alleviate the chlorine contact time issue on South Road that has been spoke of at many meetings, and it may be more expensive than expected. Mr. Zaiac will have Mr. Snow get a list of all the properties in question on South Road so the Board knows exactly what properties would be involved with the project for the next Water Board meeting in July.
All Other Business: Mr. Wilkins said he had received a nice email from a community member, stating that Mr. Zaiac had attended to an issue quickly, and Mr. Wilkins thanked Mr. Zaiac for doing so.
WD Warrants and Orders: Mr. Wilkins made a motion to approve WD#10 in the amount of $139,115.27, of which, $135,933.22 is the annual bank payment for the Water Department purchase. Mr. Bykowski seconded. Motion passed unanimously.
Warrants and Orders: Mr. Bykowski made a motion to approve Warrant #10, from the General Fund, in the amount of $72,550.96, which included the wood chipper purchase approved at the last meeting. Mr. Wilkins seconded. Motion passed unanimously. Mr. Wilkins made a motion to approve Warrant # C21-4, in the amount of $81,100, from the CRF fund, to Jordan Equipment for the excavator. Ms. Browning seconded. Motion passed unanimously. Mr. Wilkins made a motion approve Warrant #G21-1, Grants Account, to BCRC for RT 7A Sidewalk Project payment, in the amount of $693.00. Mr. Bykowski seconded. Motion passed unanimously. Mr. Zaiac updated the Board on the project, saying some easements need to be signed, and the Highway crew has 3-4 days work to be done for their part of the project, and should be ready to go out to bid by the end of July. Mr. Bykowski made a motion to approve Warrant #R-21-6, from the Reappraisal Account, for $3.15 to reimburse Petty Cash for postage on the booklets the Listers mailed recently. Mr. Wilkins seconded. Motion passed unanimously. Mr. Bykowski made a motion to approve Warrant #C21-5, in the amount of $892.50, to Herrmann Construction, and to J&N Excavations, for work on the water line at Yellow Barn. Mr. Wilkins seconded. Motion passed unanimously. Mr. Zaiac explained the companies had the equipment needed to keep the project in compliance.
Mr. Zaiac said the Board would be receiving his Performance Evaluation in their emails, and Ms. Browning said she would be in touch with Mr. Zaiac and Mr. Towslee about Red Mountain Trail issues.
Mr. Bykowski made a motion to adjourn. Mr. Wilkins seconded. Motion passed. Meeting adjourned at 8:34PM
Janet Barry, Recording Secretary
Cc: files, Town Clerk