July 12, 2021
Members Present: Dan Harvey, Matthew Bykowski, Cynthia Browning, Todd Wilkins, and Glenn Sherman
Members Absent: None
Also Present: (In person, phone or Zoom) Town Administrator- Nick Zaiac, Land Use Administrator-Jessica Roberts, Darren Marcy-Manchester Journal, Bryan Suslak, “Sharon” 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 June 21, 2021. Mr. Wilkins made a motion to accept as presented, the minutes of the previous meeting, June 21, 2021. Mr. Bykowski seconded. Motion passed unanimously.
Highways: Mr. Zaiac informed the Board there were no updates from the Highway Department. Ms. Browning wanted to make sure the Highway crew would have sufficient training on the lift before use, and Mr. Zaiac assured the Board there would be training and that Highway Foreman, Mark Towslee, had previously used similar equipment. Ms. Browning said she was not in favor of purchasing an over-the-rail mower, as was briefly discussed at a past meeting, because there had been many large purchases recently. Mr. Bykowski agreed and said there would have to be a study of rental versus purchase expense before any purchase could be considered, and that storage was also a factor before ever purchasing a mower. It was briefly discussed that there had been an issue with a Highway truck camera, but Mr. Zaiac said it was now functioning and there was no cost to fix the issue.
New Business: BCSWA Hazardous Waste Facility Vote: Mr. Zaiac said this item was on hold for two weeks.
Power Purchase Agreement: Mr. Zaiac said he had removed this item form the agenda until he could get a worthwhile agreement, and that he had been uncomfortable with the contract in question and the ten-year commitment included in the contract.
Accounting Policies: Mr. Zaiac had supplied the Board with a Model Cash Receipts, Petty Cash and returned Check Policy, and a Model Accounting, Auditing and Financial Reporting Policy with Guidance, that are both VLCT model policies and were edited to suit the staff structure. It had been suggested by Auditor Glenna Pound in her initial review of the Town’s finances, and noted that they had not been updated in quite some time. He said the staff that is allowed to handle cash would now be using cash receipt books with sequential numbers to help keep better records. Mr. Zaiac thanked Ms. Pound for making sure these policies were in place. Mr. Bykowski made a motion to approve the Accounting Auditing and Reporting Policy as presented, as well as the proposed Cash Receipts, Petty Cash, and Returned Check Policy as presented. Ms. Browning seconded. Motion carried unanimously.
Appointment of Jessica Roberts-Planning Commission Alternate: Ms. Browning said she worried the lines between Ms. Roberts being the Land Use Administrator and a Planning Commission Alternate could become muddled. Ms. Roberts spoke to the Board that she is only seeking to be an alternate to avoid the issue of meetings having to be cancelled and re-warned when there is not a quorum present at the meetings, and in the past, she had been asked to fill in when needed to avoid cancellation, until the other members arrived. Mr. Harvey said having enough participation had been a chronic issue in the past and more interested parties need to be recruited, and that members may need to be reminded of the meetings more than once. Ms. Roberts said she currently does warn the meetings two weeks prior to the meeting and contacts the members on the day of the meeting with a reminder. She said State statue allows her to be on the Planning Commission, but not the ZBA. After the discussion, Ms. Browning withdrew her objections. Ms. Browning made a motion to appoint Jessica Roberts, Land Use Administrator, as an alternate on the Planning Commission as needed.
Mr. Bykowski seconded. Motion passed unanimously.
Letter of Support – Disk Golf Grant: Mr. Zaiac explained the State has a grant that matches 50% of Town contributions, and that he had brainstormed with Park Supervisor, Mr. Woodard, to apply for funding for the installation of a disk golf course at the Rec Park and Yellow Barn properties. After a discussion of the potential of upsetting golfers with having to share the area, it was decided that the course does not need to be designed to apply for the grant, and if awarded the grant, the exact area can be worked out. Mr. Bykowski made a motion to approve a Letter of Support for Disk Golf at the Arlington Recreational Facilities. Mr. Wilkins seconded. Motion carried unanimously.
Old Business: Pickleball Court: Mr. Zaiac said a couple of citizens had inquired about having a pickleball court at the Rec Park, as was discussed at past meetings. He said he has researched it and it should not cost more than $500, and he will ask the Park and Recreation Committee for reimbursement for the expense. It would have a net on wheels, that will collapse for winter storage and be located at the northeastern most lot and take up 25 feet. Ms. Browning made a motion to approve reallocating the northeastern most 25 feet of parking for this activity at the Recreation Park for Pickleball, and using a portable net. Mr. Wilkins seconded. Motion passed unanimously.
Water Department: Warrants and Orders: Mr. Wilkins made a motion to approve Warrant #WD13, in the amount of $4,446.78, with highlights being hazardous tree removal, insurance premium, and Water Quality Report costs. Mr. Bykowski seconded. Motion passed unanimously.
Warrants and Orders: Mr. Wilkins made a motion to approve Warrant #13, from the General Fund, in the amount of $26,462.71. Ms. Browning seconded. Motion passed unanimously.
Executive Session: Mr. Bykowski made a motion that premature discussion of a legal matter would cause the municipality to suffer substantial disadvantage. Seconded by Ms. Browning. Motion carried. Mr. Bykowski made a motion to enter into Executive Session for discussion of a legal issue and to invite Town Administrator, Nick Zaiac, to remain in the room. Ms. Browning seconded. Motion passed. The Board entered Executive Session at 7:40PM.
The Board exited Executive Session at 7:51PM, with no action as a result of the Executive Session.
Town Administrator Report: Mr. Zaiac gave the highlights of his report. He said it had been a most productive time for the Highway crew, with ditches being done all over Town. He said he met with Auditor Glenna Pound and a lot of items were discussed. He had been in contact with Bebe Bullock with the approval of the 7A Church Grant, and was gearing up to write a Covered Bridge Grant this week. He said he was now able to legally run the underground storage tank after completing his state training, and would also be training Brian Hawley. He said he had many juridical meetings for many Boards. He said has been working with the Department of Housing and will be doing an event at the 7A Church property and “Save the Date” announcements will be sent soon.
Mr. Bykowski made a motion to adjourn. Mr. Wilkins seconded. Motion passed. Meeting adjourned at 7:54PM
Janet Barry, Recording Secretary
Cc: files, Town Clerk