 | MINUTES COLCHESTER SELECTBOARD January 23, 2024 @ 6:30 p.m. 781 Blakely Road 3rd Floor Conference Room __________________ |
1. Call Meeting to Order
Roll Call: Pam Loranger, Chair; Tom Mulcahy, Vice Chair; Jacki Murphy, Clerk; Maureen P. Dakin
Staff Present: Aaron Frank, Town Manager; Renae Marshall, Deputy Town Manager; Bryan Osborne, Public Works Director; Lara Alemy, Finance Director; Karen Adams, Technical Services Manager; Amanda Clayton, Town Engineer; Kelly Mccagg, Burnham Memorial Library Director; Jeff Barton, Project Manager
Others Present: Susanne Flahaine, Julie Hulburd, Diane and Bill Corbett, Suzanne Senesac, Helen Coates Bailey, Gladys Coates Hart, Dale Suehitain, Janie Fichitono, Casie Palmer, Ed and Kathy Cawly, Mike and Lynn Mazza, David Paquette, Melissa Mazza Paquette, Erik Mazza, Eric Bolduc, Phyllis Bryden
Pledge of Allegiance
Selectboard Chair Pam Loranger led the Pledge of Allegiance.
2. Citizens to be Heard*
Phyllis Bryden suggested a physical sign be placed outside the Colchester Town Offices to announce board meetings.
3. Honoring the Substantial Contributions of Senator Dick Mazza
a. ACTION: Changing the Name of Malletts Bay Avenue to Dick Mazza Drive
MOTION was made by Jacki Murphy and SECONDED by Maureen P. Dakin to direct staff to take the necessary steps to officially change the name of Recreation Way to Dick Mazza Drive to honor the substantial contributions made by Senator Dick Mazza, as a lifetime resident of Colchester, owner and operator of Dick Mazza’s General Store, as a member of the House of Representatives from 1973-1976 and a member of the Senate from 1985 to the present.
The MOTION carried.
Selectboard Chair Pam Loranger shared that in response to concerns by community members and in consultation with the Mazza family, the Selectboard revised the motion of renaming Malletts Bay Avenue to renaming the entrance of the new Recreation Center after Senator Dick Mazza. She added that this Recreation Center is a great, new asset to Colchester. Selectboard Clerk Jacki Murphy noted that she hopes this is one of the many ways the Town and community will honor Senator Mazza. Selectboard Vice Chair Tom Mulcahy noted he is aware of the work involved with changing addresses and his support for the new road’s name change. Selectboard member Maureen P. Dakin highlighted the importance of community involvement in local government.
Town Manager Aaron Frank noted the many contributions and accomplishments that Senator Dick Mazza has had in support of the Town of Colchester and its community.
Phyllis Bryden shared her delight in the revised road name change motion, and Julie Hulburd thanked the Selectboard for listening to the community, while also finding a way to recognize Senator Mazza.
Selectboard Chair Pam Loranger thanked the Mazza family for their graciousness as the Town worked through this and noted Senator Dick Mazza’s history in Colchester and his dedication and years of public service to the community.
4. ACTION | Consent Agenda
a. Minutes of 1.9.2024 Selectboard Meeting
MOTION was made by Jacki Murphy and SECONDED by Tom Mulcahy to adopt the Consent Agenda as it may have been modified by the Board and to take the actions indicated for each item:
a. Approve the Selectboard Minutes of the meeting of January 9, 2024
The MOTION carried.
5. ACTION | Adjourn to Meeting of Board of Sewer Commissioners
MOTION was made by Jacki Murphy and SECONDED by Maureen P. Dakin to temporarily adjourn the meeting of the Selectboard and convene a meeting of the Board of Sewer Commissioners.
The MOTION carried.
6. Special Business Items
a. INFORMATION: December Financial Update| Lara Alemy, Finance Director
Finance Director Lara Alemy reviewed budget levels and notable developments in the expenditures and revenues from December.
b. ACTION: Approval of Malletts Bay Sewer Project – CWSRF Phase Construction Loan Application | Bryan Osborne, Public Works Director
MOTION was made by Jacki Murphy and SECONDED by Maureen P. Dakin to approve the filing of the Clean Water State Revolving Fund, (CWSRF) construction loan application in the amount of $3,131,107, and request the disbursement of $2,748,141 in Pollution Control Grant Funds for Phase I construction work on the Malletts Bay Sewer Project as per a memo from the Director of Public Works, Bryan K. Osborne, dated January 17, 2024.
Public Works Director Bryan Osborne explained, since the project is advancing to construction, it is time to establish the first phase of construction financing, and that is being done through this loan, which offers favorable repayment terms, and aligns with the current grant monies the Town has or will be awarded soon.
The MOTION carried.
c. ACTION: Adopt Updated Snow and Ice Removal Plan | Karen Adams, Technical Services Manager
MOTION was made by Jacki Murphy and SECONDED by Maureen P. Dakin to adopt the proposed updates to the Town’s Snow & Ice Removal Plan as recommended in a memo from Karen Adams and Randy Alemy of Colchester Public Works, dated January 5, 2024.
Senior Operations Manager Randy Alemy and Technical Services Manager Karen Adams reviewed the Town’s operational and State’s Chlorine Response Plan changes that are requiring an update to the Town’s Snow & Ice Removal Plan.
The MOTION carried.
d. ACTION: Letter of Support for the FY25 Unified Planning Work Program (UPWP) Application | Amanda Clayton, Town Engineer
MOTION was made by Jacki Murphy and SECONDED by Maureen P. Dakin to sign the attached letter of support to allow the Department of Public Works to submit an application for the FY25 Unified Planning Work Program (UPWP) per the recommendation contained in a memo from Amanda Clayton, Town Engineer, dated January 16, 2024.
Town Engineer Amanda Clayton explained they have identified this grant opportunity to aid in the planning and design process for a sidewalk project along East Lakeshore Drive that is already included in the Capital Budget Program for fiscal years 25-26. She added that there is money set aside in the Capital Transportation Program for this project, but this grant opportunity will help with scoping and alternative analysis costs, while also setting the Town up to qualify for grant funding for future construction.
Selectboard Vice Chair Tom Mulcahy asked what side of road the sidewalk will be on, and Town Engineer Amanda Clayton noted that the scoping study will confirm which side is the best option.
The MOTION carried.
e. INFORMATION: 2023 DEI Update | Kelly Mccagg, Burnham Memorial Library Director
Burnham Memorial Library Director Kelly Mccagg shared the history of the topic of Diversity, Equity, and Inclusivity; reviewed efforts in this realm that Town staff and board members have made from 2020 to the present; and highlighted efforts made in the past year by several departments.
f. ACTION: Approve Major Amendment to Capital Budget Program Related to Telephone Equipment |Jeff Barton, Project Manager
MOTION was made by Jacki Murphy and SECONDED by Maureen P. Dakin to approve a major amendment to the FY24-FY29 Capital Budget Program to move the telephone equipment funding from the Information Technology Reserve Fund (ITRF) to the Communications Reserve Fund (CRF), and allow the expenditure of approximately $81,408 for the upgrade of the Mitel Phone System as outlined in a memo from Jeff Barton, Project Manager dated January 11, 2024.
Project Manager Jeff Barton noted the necessity of replacing the aged telephone equipment in order to keep up with today’s needs.
Selectboard Vice Chair Tom Mulcahy asked where the funding has come from, and Town Manager Aaron Frank explained it comes from the Communications Reserve Fund that is funded in part with profits from when the Town was operating dispatch as an enterprise fund for neighboring communities.
Selectboard member Maureen P. Dakin asked if this movement of funding is permanent, and Town Manager Aaron Frank confirmed the telecom work will continue to be funded out of the Communications Reserve Fund.
The MOTION carried.
g. ACTION: Approve Capital Equipment and Facilities Plan Major Amendment – Fort Ethan Allen Solar | Renae Marshall, Deputy Town Manager
MOTION was made by Jacki Murphy and SECONDED by Tom Mulcahy to approve a major amendment to the FY24-FY29 Capital Budget Program to add $45,766 to the Capital Equipment and Facilities Plan for the Solar Project now permitted on Town property adjacent to the Fort Ethan Allen Cemetery as outlined in a memo from Aaron Frank, Town Manager, dated January 12, 2024.
Deputy Town Manager Renae Marshall provided a brief history of the Town’s search for solar sites and their funding; noted the accepted permit for the Town’s third solar site; and explained how the project’s plans were revised to include more extensive landscaping, which was both required by the permit and requested by the board, and the combination of these changes, as well as inflation and further refinements to the plan through permitting have caused costs to increase. She added that while this project will meet the Town’s original electrical energy goal, with upcoming increased production needs, staff is now in the process of evaluating future solar projects to meet these future needs.
The MOTION carried.
h. ACTION: Approve Capital Equipment and Facilities Plan Major Amendment – Laura Ln. Solar | Aaron Frank, Town Manager
MOTION was made by Jacki Murphy and SECONDED by Maureen P. Dakin to approve a major amendment to the FY24-FY29 Capital Budget Program to add $41,000 to the Capital Equipment and Facilities Plan for solar permitting and construction costs and authorize the Town Manager to enter into a contract for up to $41,000 with AEGIS Renewable Energy, Inc to permit a 150-kW solar power generating facility off of Laura Ln., on Town-owned land.
Town Manager Aaron Frank discussed the Town’s past, current, and future solar goals, and noted that the recent cash rebate obtained from the federal government would help with permitting and construction costs to build a fifth solar site now. He added that this would allow progress to be made for the increased electrical energy needs that will come to fruition in the next few years.
The MOTION carried.
7. Additional Business | Manager’s Recommendations
There were no further recommendations.
8. Informational Items
Town Manager Aaron Frank shared that he met with former Selectboard member Julie Hulburd who is working with others to plan a community event just before Town Meeting Day and more details will be forthcoming.
9. Announcements
Selectboard Vice Chair Tom Mulcahy reminded folks about Winter Carnival occurring February 2nd through the 4th.
Selectboard Chair Pam Loranger reminded residents to be cautious when spending time on the lake and ice this winter.
10. ACTION | Warrants
MOTION was made by Jacki Murphy and SECONDED by Maureen P. Dakin to approve Warrant #24-21 in the amount of $1,870,740.97.
There were no questions on the warrants.
The MOTION carried.
11. Executive Session
MOTION was made by Jacki Murphy and SECONDED by Maureen P. Dakin to find that premature general public knowledge of contracts, pending or probable civil litigation, and personnel issues would clearly place this Selectboard at a substantial disadvantage because the Selectboard risks disclosing its negotiation strategy if it discusses these topics in public.
The MOTION carried.
MOTION was made by Jacki Murphy and SECONDED by Maureen P. Dakin to enter executive session to discuss contracts, pending or probable civil litigation, and personnel issues under the provisions of Title 1, Section 313 (a)(1)(a)&(e) and (a)(3) of the Vermont Statutes, Executive Sessions.
The MOTION carried.
12. Adjournment**
MOTION was made by Jacki Murphy and SECONDED by Maureen P. Dakin to adjourn the meeting.
The MOTION carried.
The meeting adjourned at 9:11 p.m.