town of pomfret7. maxham road (collier): dan fretz presented a proposal and map, asking the town to...
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Town of Pomfret 5218 Pomfret Road
North Pomfret, VT 05053
Regular Meeting Agenda for 8/15/2018 at 7pm
Agenda Item Presenting Individual Timeframe
1. Call to Order Chair 7:00pm
2. Public Comment Chair 7:00-7:05pm
3. Review of Agenda Chair 7:05-7:10pm
4. Recurring Items and Reports, Including Items for Possible
Vote:
a) Minutes: 7/11, 8/1 & 8/8
b) Municipal Reports
c) Warrants for Payment: Accounts Payable & Payroll
Chair
7:10-7:25pm
5. Business Items for Possible Vote:
a) Highway Items
i) Road Commissioner Update
ii) Maxham Road Discontinuance
iii) Fuel & Sale RFPs
iv) FY18 Highway Fund
b) Outside Consumption Permit by Woodstock Resort
Corporation
c) Pay Policy
d) Brick Building Roof
e) Disposition of Tax Sale Properties
f) Near Term Action Items on Lighting and Traffic
Calming for Pomfret Rd. by Town Hall and Town Offices
(http://www.holdenengineeringinc.com/pomfretstudy.html)
Chair
7:25-8:45pm
6. Business Items for Discussion:
a) Review of Assignments
b) Selectboard Correspondence
c) Agenda for Next Regular Meeting 9/5/2018
Chair 8:45-8:50pm
7. Closing Public Comments & Adjournment Chair 8:50-9:00pm
1
Town of Pomfret 5218 Pomfret Road
North Pomfret, VT 05053
Draft Minutes of the July 11, 2018 Special Select Board Meeting Select Board members present: Frank Perron, John Peters, Jr., Scott Woodward, Emily Grube Others present: None Frank Perron called the meeting to order at 7:00pm. The Pomfret Selectboard considered and approved two alcohol permits, one catering permit for Vermont Farm to Table for an event at Hewitt Hill Farm and one special events permit for a beer tent for the Upper Pass Beer Co. for a Woodstock Area Mountainbiking Association event at Peter Brook’s house on Howe Hill Rd. The meeting adjourned at 7:23pm. Date drafted: August 1, 2018 Date approved: TBD Respectfully submitted, Scott Woodward
Town of Pomfret
5218 Pomfret Road
North Pomfret, VT 05053
Draft Minutes of the 8/1/2018 Pomfret Selectboard Regular Meeting
Present: Frank Perron (Selectboard Member), Emily Grube (Selectboard Member), Scott Woodward
(Selectboard Member), John Peters (Selectboard Member), Michael Reese (Selectboard Member), Pam Pickett,
Dan Fretz, Ona Chase and Curt Peterson (Vermont Standard).
1. Call to Order: Frank Perron called the meeting to order at 7:00 pm.
2. Public Comment: None.
3. Review of Agenda: Scott Woodward moved, and John Peters seconded to: 1) Move 5.a.iv. (Maxham
Road - Collier) to 5.a.i; 2) Remove TRORC appointments; 3) Add to 5.i. letters to John Moore and
Pomfret-Teago Fire Department; 4) Add 5.j. Budget Check. The Board unanimously approved the
motion.
4. Minutes: Scott Woodward moved, and Frank Peters seconded, to approve the 7/18/18 Minutes as drafted.
The Board unanimously approved the motion.
5. Municipal Reports: Treasurer sent email regarding Vermont Tax Department issues. Board members
inquired about authority to adjust anticipated interest owed by taxpayers based upon incorrect bills.
6. Warrants for Payment: Frank Perron moved, and John Peters seconded, to approve check warrants
numbered 18009 ($8,281.52) and 18008 ($5,890.81). Frank Perron noted Kevin Sawyer is being paid his
vacation compensation over time. Also, scraper truck had blade heightened. The Board unanimously
approved the motion, and the warrants were signed.
7. Maxham Road (Collier): Dan Fretz presented a proposal and map, asking the Town to convey section of
Maxham Road that Town does not plow. Colliers own both sides of road. Emily Grube noted the
requirement for a formal discontinuance, noting two ways to do so, one that includes petition or the
other where the Board initiates the process. Also, the Town would need a legal turn-around. The Board
agreed to consider the issue at its next regular meeting.
8. Road Commissioner’s Update:
(a) Alan Rowell will be here the week of August 20th. He will need road crew assistance to do the work.
(b) Frank Perron and Art Lewin attended seminar by Attorney Jim Barlow on right of ways and trees.
The Town can clear roadway and right of way. Landowner takes care of branches, etc, outside right
of way. Trees in right of way are owned by landowner. They learned about the process to widen road.
Brush may be cut, but two inch trees may not be cut. Road location depends upon distance from
centerline, which can move over time, unless a survey exists.
(c) Slope Project Funds: Town did not receive funds because VTrans official did not receive documents
sent – he had changed his email address. Documents have since been delivered and funding is back
on track.
(d) Ending highway fund balance is negative $26,793. Accountant said we do not need to zero out the
ending balance of fiscal year. Treasurer will work with accountant to clarify the best practice on this
issue. Also, the Board discussed timing on spending FY 2019 paving budget of $200,000 and the
possibility of completing Howe Hill Road in stages by leaving gravel base before adding more
material and asphalt.
(e) General maintenance this past couple of weeks included roadside mowing and tree blowdowns. Day
to day culvert cleaning is not getting done, because not have enough crew members.
9. Open RFP's for Engineering for Cloudland Road Culvert/Bridge: Two bids received electronically. Town
Clerk printed and placed them in sealed envelopes.
(a) Willis Consulting Engineers, John Turner, phase 1 (design) $8,000 and phase 2 (construction and
administration) $6,500. Not fixed price contract. Bid good for 90 days.
(b) Horizons Engineering, Jonathan Harrington : Total bid of $14,969.80.
(c) VTrans Chris Bump had estimated $15,000 prior to opening. The State will add engineering costs to
the grant.
(d) Scott Woodward mentioned that both bids encompass similar scope of work.
(e) Board will review bids and hold a Special Meeting next Wednesday at 7pm.
10. FEMA Update: FEMA representative is setting up the data in a special format for presentation this
Friday to FEMA main office. Issue with culvert on Old Kings Highway.
11. Highway Road Crew Advertisements: We have four applicants. Still need to advertise in local papers
and possibly Craigslist. John Peters, Jr. has applied. Emily Grube and John Peters, Jr. recused
themselves, but Emily Grube requested to attend the interviews.
12. Division of Duties between Highway Team Leader & Road Commissioner: Scott Woodward suggested
the Board discuss possible overlaps in responsibilities. The Board further discussed these issues and
agreed to address them at next week’s special meeting.
13. Review of FY19 Highway Gross Labor Budget: Scott Woodward suggested we review our budget for
new hires.
14. Appointment: EC Fiber Governing Board Alternate Representative: Scott Woodward noted no one
responded to his listserv invitation for nominations. Michael Reese moved, and Frank Perron seconded,
that Scott Woodward be appointed EC Fiber Governing Board Alternate Representative. The Board
unanimously approved the motion.
15. PILT Class Action Lawsuit (Federal Payment in Lieu of Taxes): Scott Woodward briefed the Board.
Frank Perron moved, and Michael Reese seconded, that the Town join the class action suit and authorize
the Chair to sign on behalf of the Town. Completion of a form is required to join. Following discussion,
the Board unanimously approved the motion.
16. Holden Engineering Study — Speed Limit Study; Lighting, etc.; Budget
(http://www.holdenengineeringinc.com/pomfretstudy.html): Michael Reese briefed the Board. The
Board discussed possible safety options. Emily Grube suggested checking with Vtrans for a study of
traffic and speed issues.
17. Outside Consumption Liquor Permit (Suicide Six): The Board discussed the Woodstock Resort
Corporation’s application for a permit amendment to its outside alcohol consumption permit to include
the area near the Ski Runners building. A member of the public expressed concerns about alcohol use
until 11pm. Board members asked whether the proposal is compatible with existing Zoning Board of
Adjustment and Act 250 permits. The Board agreed to reconsider the application at its next regular
meeting.
18. Letters to John Moore and Fire Department: Scott Woodward presented draft letters of appreciation.
The Board agreed to put the letters (to be revised to include names of all Board members) on the agenda
next Wednesday.
19. Budget Income and Spending Review in Current Fiscal Year: Scott Woodward suggested the Board be
more proactive rather than flying blind. Scott suggested going over the budget on a monthly basis. Board
members discussed financial reporting. Frank Perron will ask the Treasurer to provide automatic
monthly reports to the Board.
20. Next Special Meeting Agenda:
(a) Engineering RFP’s;
(b) Letters to John Moore and Fire Department; and
(c) Division of Duties between Highway Team Leader & Road Commissioner.
21. Next Regular Meeting Agenda:
(a) 7/11/18 Minutes;
(b) TRORC (Two Rivers Ottauquechee Regional Commssions) Alternate Representative;
(c) Maxham Road discontinuance;
(d) Fuel and Salt RFP’s; and
(e) Outside Consumption Permit by Woodstock Resort Corporation.
22. Assignments:
(a) Michael Reese: Fuel RFP’s and Salt RFP.
(b) Frank Perron: call Rita Seto about speed/traffic study, signage; ask Ellen for monthly reports
following each month.
(c) Emily Grube: Contact newspapers for to post help wanted; Emily: review Town permits and Act 250
for Suicide Six.
(d) All Board Members: Review Engineering RFPs.
23. Correspondence:
(a) Frank received a State invoice for the municipal stormwater general permit, pro-rated by population
and mileage, for $1,750, with a due date of June 1, 2019. It will be paid sooner for convenience
purposes.
24. Public Comment: None.
25. Adjournment: Frank Perron moved, and Scott Woodward seconded, to adjourn the meeting at 9:46pm.
Dated: 8/1/18 Respectfully Submitted,
Michael Reese, Clerk
Approved by the Board at ____________ Meeting
Town of Pomfret
5218 Pomfret Road
North Pomfret, VT 05053
Draft Minutes of the August 8, 2018 Pomfret Selectboard Special Meeting
Present: Frank Perron (Selectboard Member), Emily Grube (Selectboard Member), Scott Woodward
(Selectboard Member), John Peters (Selectboard Member), Ellen DesMeules (Treasurer), Ona Chase,
and Neil Lamson.
1. Call to Order: Frank Perron called the meeting to order at 7:00 pm.
2. Public Comment: None.
3. Bids for Engineering Work (Cloudland Road Bridge): The Town received bids from Horizons
Engineering and Willis Consulting Engineers/John Turner Consulting. Frank Perron rated
Horizons a score of 95 and Willis/Turner a score of 81. Horizons followed the guidelines from
the RFP (Request for Proposal) better. However, both are qualified. Emily Grube moved, and
Frank Perron seconded, to give contract to Horizons because of its condition that the project
would not exceed the quoted price. The Board unanimously approved the motion.
4. Letters to John Moore: Frank brought up no celebration. Will change letter to strike same.
Agreed to send. Will sign at next meeting
5. Division of Duties between Highway Team Leader & Road Commissioner: Advertisements were
placed in The Vermont Standard and Randolph Valley Herald. The Board agreed to delineate
out the duties at time of employment depending on applications received.
6. Pay Policy and Cost of Living Increases: The Board discussed whether to have a regular
increases, or every now and then, and how far behind we are lagging. The Board will consider
the pay policy at the next regular meeting. Also, the Board recognized it must watch hours work
to comply with state law.
7. Highway Fund Deficit FY18: The Town used highway surplus for slope bank beside Doug
Tuthill’s property and the FEMA work. Neither money came in before end of budget year. The
Board discussed at length the deficit and how to retire it. Much input was received from various
individuals. The Town as a whole is not in deficit position. John Peters moved, and Emily
Grube seconded, to table the discussion until more information received. The Board approved
the motion.
8. Access (Driveway) Permit (Grove, Sugarbush Road): Emily Grube moved, and Frank Perron
seconded, to grant the access permit with the following conditions: 1. State stormwater permit
for their culvert; 2. Tree removal for site distance; 3. Meet standards in highway ordinance; and
4. Disclaimer for damage to driveway from bridge water backing up.
9. Closing Public Comments:
(a) Neil Lamson suggested hiring an adminsitrative assistant to do the FEMA work in the
future. FEMA will pay for it.
(b) Ona Chase wanted to know name of last candidate for highway position, who was an
individual from Connecticut who wishes to relocate.
10. Next agenda: Tax sale properties disposition.
11. Adjournment: The Meeting was adjourned at 8:30pm.
Dated: _______________ Respectfully Submitted,
Emily Grube
Approved by the Board at ____________ Meeting
Re: Agenda request
Good morning Mike,
It was brought to my attention last evening that I didn't make the agenda for tonight's meeting... noworries, instead, I have attached a PDF of the survey proposal (and left a couple hard copies withBecky) which illustrates the Collier's request of the town to convey the last 6-700' (+/-) of the deadend portion of Maxham Rd- the same portion of town road the Colliers have happily maintained-summer and winter, from the time of their purchase of Evergreen Glen in October 2004. (Iunderstand Evergreen Glen's responsibility for this end section of Maxham Rd began sometime duringthe Blake ownership but can't tell you exactly when however).
If, at some point, before the August 1st board meeting you or any of the other board members careto make a site visit (obviously, feel free) and/or wish to discuss during said visit please let me knowas I would be happy to meet and discuss any questions or concerns.
Oh, and by the way, please add me to the agenda for the August 1st board meeting.
Thank you so much,
Dan
Dan Fretz
Farm Operations Mgr
Evergreen Glen
37 Maxham Rd
Woodstock, VT 05091
(GPS/FedEx/UPS address:
37 Maxham Rd, South Pomfret, VT 05067)
802-457-1545 (o)
802-457-3853 (f)
603-398-7471 (c)
From: Michael Reese <[email protected]>Sent: Monday, June 18, 2018 5:06 PMTo: Dan FretzSubject: Re: Agenda request
Thanks Dan. We're pleased to put you on the agenda.
From: Dan Fretz <[email protected]>Sent: Monday, June 18, 2018 12:57:42 PMTo: Michael ReeseSubject: Agenda request
Dan Fretz <[email protected]>
Wed 7/18/2018 12:03 PM
Inbox
To:Michael Reese <[email protected]>;
Cc:Becky Fielder <[email protected]>;
1 attachments (209 KB)
EVERGREEN-MAXHAM-2-REV.pdf;
Mail - [email protected] https://outlook.office.com/owa/?path=/attachmentlightbox
1 of 2 7/24/2018, 10:39 PM
Good afternoon Mike,
My name is Dan Fretz and I'm the caretaker for the Collier property at Evergreen Glen. TheColliers would like me to address the Selectboard in regards to the disposition of the dead endportion of Maxham Rd.
Since the first Wednesday of July happens to be the 4th, would you be so kind to add me to theagenda for the July 18th meeting (unless you're meeting at another date earlier in July)?
If there are any questions or concerns or further information needed, all my contact information isbelow.
Thank you so much for your help, see you next month.
Best regards,
Dan
Dan Fretz
Farm Operations Mgr
Evergreen Glen
37 Maxham Rd
Woodstock, VT 05091
(GPS/FedEx/UPS address:
37 Maxham Rd, South Pomfret, VT 05067)
802-457-1545 (o)
802-457-3853 (f)
603-398-7471 (c)
Mail - [email protected] https://outlook.office.com/owa/?path=/attachmentlightbox
2 of 2 7/24/2018, 10:39 PM
Town of Pomfret, Vermont
REQUEST FOR PROPOSALS
Purchase of Propane & Heating Oil August ___, 2018
Proposals due by _________________________
Mail responses to: Town of Pomfret Attn: Clerk, Pomfret Selectboard 5218 Pomfret Road North Pomfret, VT 05053 Contact Information: Michael Reese, Clerk, Pomfret Selectboard [email protected] (802) 457-4770
Introduction
The Town of Pomfret, Vermont, (“Town”) is accepting proposals for written quotes for
the following:
1. The ordering and purchasing of heating oil to be delivered to three distinct locations in the
municipality.
2. The ordering and purchasing of propane fuel to be delivered to five distinct locations in the
municipality.
In prior years, the Town has purchased and used an average of approximately 4,893.5
gallons of heating oil per year and approximately 3,211.8 gallons of propane fuel per year.
The Town expects to purchase similar quantities of each fuel during the 2017-2018 season.
Although the Town is not seeking proposals for a guaranteed bulk purchase for a
specific amount of fuel, it is willing to consider exceptions to the bid which requires
purchasing a specific quantity. Please note in any submitted proposal whether or not the town
is required to purchase a specific quantity of material. If not, please note whether or not
availability of said materials is guaranteed.
The Town is exempt from the Vermont State Sales Tax.
All pricing shall be good though the 2018-2019 snow and ice season.
Proposal Schedule
Activity Date
RFP Issue & Publication
Proposals Due
Selectboard Decision (anticipated)
Instructions to Bidders
A. Delivery of Bids
As required by the Town of Pomfret Purchasing Policy, all bids must be submitted in
sealed envelopes, addressed to the Town in care of the Selectboard, and plainly marked with the
name of the bid and the time of the bid opening. Bid proposals will be dated stamped on the
outside of the envelope immediately upon receipt. Any bid may be withdrawn in writing prior to
the schedule time for the opening of bids. Any bids received after the time and date specified
shall not be considered and shall be returned. Bidders shall bid to specifications and any
exceptions must be noted. A bidder shall bid to specifications and any exceptions must be noted.
A bidder submitting a bid thereby certifies that the bid is made in good faith without fraud,
collusion, or any kind with any other bidder for the same work, and that the bidder is competing
solely on his/her/its behalf without connection with or obligation to any undisclosed person or
firm.
Sealed proposals, clearly marked “Salt Proposal” on the outside, must be received no later
than at the following address: Pomfret Town Offices, attn.: Pomfret
Selectboard, 5218 Pomfret Rd., North Pomfret, Vermont 05053. Proposals shall be opened at a
subsequent Selectboard meeting.
B. Evaluation of Bids
As provided by the Town's Purchasing, in evaluating bids, the selectboard will consider
the following criteria:
1. Price;
2. Bidder's ability to perform within the specified time limits;
3. Bidder's experience and reputation, including past performance for the Town;
4. Quality of the materials and services specified in the bid;
5. Bidder's ability to meet other terms and conditions, including insurance and bond
requirements;
6. Bidder's financial responsibility;
7. Bidder's availability to provide future service, maintenance, and support;
8. Nature and size of bidder; and
9. The degree to which the proposals respond to all requirements of the requested
specifications.
The selectboard reserves the right at its sole discretion to reject any and all bids, wholly
or in part, to waive any informalities or any irregularities therein, to accept any bid even though
it may not be the lowest bid, to call for rebids, to negotiate with any bidder, and to make a n
award which in its sole and absolute judgment will best serve the Town's interest. The
selectboard reserves the right to investigate the financial responsibility of any bidder to
determine its ability to assure service throughout the term of the contract.
C. Change Orders
As provided in the Town's Purchasing Policy, if specification changes are made prior to
the close of the bid process, the Request for Bids will be amended and notice shall be sent to any
bidder who already submitted a bid and a new bid process will be initiated. Once a bid has been
accepted, if changes to the specifications become necessary, the selectboard will prepare a
change order specifying the scope of the change. Once approved, the contractor and an
authorized agent of the Town must sign the change order.
D. Delivery
The heating oil shall be delivered to three distinct municipal locations in the Town of
Pomfret, VT. There are no buried tanks currently in use.
The propane fuel shall be delivered to five distinct municipal locations in Pomfret, VT
where/when needed: Two buildings have baby Q tanks; one building is heated with propane, and
the other uses it only for incidentals. Another building has a 500 gallon buried tank, one building
has a Q tank, and one has 2 Q tanks (for building and generator).
E. Specifications
The Town of Pomfret, Vermont (“Town”) reserves the right to, upon the selection of a
proposal and the subsequent successful fulfillment of fuel delivery needs over the 2018-2019
season, make this and any future fuel purchases a recurring purchase, thereby waiving the need
to issue any RFP, or receive other bids, in the future until such time as the selectboard votes to
initiate a new bid process, as per the Town’s Purchasing Policy section 9B – ‘Recurring
Purchases.’
F. Compliance with Instructions
I have read the above Instructions it its entirety and fully understand all the requirements
requested by the Town of Pomfret, Vermont.
Signature__________________________________________ Date_______________________
Print Name & Company ___________________________________
Town of Pomfret, Vermont
REQUEST FOR PROPOSALS
Purchase of Road Salt August ___, 2018
Proposals due by _________________________
Mail responses to: Town of Pomfret Attn: Clerk, Pomfret Selectboard 5218 Pomfret Road North Pomfret, VT 05053 Contact Information: Michael Reese, Clerk, Pomfret Selectboard [email protected] (802) 457-4770
Introduction
The Town of Pomfret, Vermont, (“Town”) is accepting proposals for written quotes for
the ordering, from time to time, and purchasing of road salt to be delivered to the Pomfret Town
Garage and used by the Town's road crew for snow and ice traction control primarily on its class
2 paved roads. In prior years, the Town has purchased an average of about 985 tons and is
expected to purchase a similar amount during the 2018-2019 snow and ice season. If prices
are proposed in cubic yards, then the estimated price in tonnage should also be included in
the bid.
Although the Town is not seeking proposals for a guaranteed bulk purchase for a
specific amount of material, it is willing to consider exceptions to the bid which requires
purchasing a specific quantity. Please note in any submitted proposal whether or not the town
is required to purchase a specific quantity of material. If not, please note whether or not
availability of said materials is guaranteed.
The Town is exempt from the Vermont State Sales Tax.
All pricing shall be good though the 2018-2019 snow and ice season.
Proposal Schedule
Activity Date
RFP Issue & Publication
Proposals Due
Selectboard Decision (anticipated)
Instructions to Bidders
A. Delivery of Bids
As required by the Town of Pomfret Purchasing Policy, all bids must be submitted in
sealed envelopes, addressed to the Town in care of the Selectboard, and plainly marked with the
name of the bid and the time of the bid opening. Bid proposals will be dated stamped on the
outside of the envelope immediately upon receipt. Any bid may be withdrawn in writing prior to
the schedule time for the opening of bids. Any bids received after the time and date specified
shall not be considered and shall be returned. Bidders shall bid to specifications and any
exceptions must be noted. A bidder shall bid to specifications and any exceptions must be noted.
A bidder submitting a bid thereby certifies that the bid is made in good faith without fraud,
collusion, or any kind with any other bidder for the same work, and that the bidder is competing
solely on his/her/its behalf without connection with or obligation to any undisclosed person or
firm.
Sealed proposals, clearly marked “Salt Proposal” on the outside, must be received no later
than at the following address: Pomfret Town Offices, attn.: Pomfret
Selectboard, 5218 Pomfret Rd., North Pomfret, Vermont 05053. Proposals shall be opened at a
subsequent Selectboard meeting.
B. Evaluation of Bids
As provided by the Town's Purchasing, in evaluating bids, the selectboard will consider
the following criteria:
1. Price;
2. Bidder's ability to perform within the specified time limits;
3. Bidder's experience and reputation, including past performance for the Town;
4. Quality of the materials and services specified in the bid;
5. Bidder's ability to meet other terms and conditions, including insurance and bond
requirements;
6. Bidder's financial responsibility;
7. Bidder's availability to provide future service, maintenance, and support;
8. Nature and size of bidder; and
9. The degree to which the proposals respond to all requirements of the requested
specifications.
The selectboard reserves the right at its sole discretion to reject any and all bids, wholly
or in part, to waive any informalities or any irregularities therein, to accept any bid even though
it may not be the lowest bid, to call for rebids, to negotiate with any bidder, and to make a n
award which in its sole and absolute judgment will best serve the Town's interest. The
selectboard reserves the right to investigate the financial responsibility of any bidder to
determine its ability to assure service throughout the term of the contract.
C. Change Orders
As provided in the Town's Purchasing Policy, if specification changes are made prior to
the close of the bid process, the Request for Bids will be amended and notice shall be sent to any
bidder who already submitted a bid and a new bid process will be initiated. Once a bid has been
accepted, if changes to the specifications become necessary, the selectboard will prepare a
change order specifying the scope of the change. Once approved, the contractor and an
authorized agent of the Town must sign the change order.
D. Delivery
The road salt shall be delivered to the Town Garage, Pomfret, Vermont.
E. Specifications
The Town may review the quality and suitability of the road salt prior to approval of
quotes.
F. Compliance with Instructions
I have read the above Instructions it its entirety and fully understand all the requirements
requested by the Town of Pomfret, Vermont.
Signature__________________________________________ Date_______________________
Print Name & Company ___________________________________
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