TOWN OF WAITSFIELD, VERMONT Selectboard Meeting Minutes of ...

TOWN OF WAITSFIELD, VERMONT
Selectboard Meeting Minutes of
Monday, August 26, 2013
I. Call to Order: The meeting was called to order at 7:00pm by Paul Hartshorn at the
Waitsfield Town Office.
Members Present: Paul Hartshorn (Chair), Bill Parker (Vice-Chair), Logan Cooke, Scott
Kingsbury, Chris Pierson.
Staff Present: Valerie Capels, Town Administrator; Carol Chamberlin, Recording Secretary;
Susan Senning, Planning and Zoning Administrator.
Others Present: Chris Badger, David Cain, Steve Gladczuk (CVRPC), Greg Goyette (Stantec),
Tony Italiano (MRVTV), Naomi Johnson (Dufresne Group), Jerry Miller, Nancy Phillips, Peter
Reynells, Nancy Turner.
II. Regular Business.
1. Public Forum.
Nobody was present for the Public Forum.
2. Consideration of proposed adjustments to zoning permit fee structure.
Ms. Senning presented information regarding Waitsfield’s Zoning Permit Fees and how they
compare to other local towns’ fees, pointing out that Waitsfield is on the low end, in some cases
by a significant amount. She had compiled a proposal of changes to the fees, including
clarification for items such as parking lots, permit renewals, and other development which was
not previously specifically included in the fee schedule. The proposed changes are not large
increases; the fees have not been adjusted since 2009, at which time the only adjustment made
was the addition of a $10 recording fee to each item on the schedule. Ms. Senning also raised
the possibility of exempting town development from permit fees; some discussion ensued related
to the possibility of foregoing some future grant monies if this exemption were adopted.
MOTION: Mr. Parker made a motion to accept the changes to the zoning fees as proposed with
an exemption from fees for Town projects; the effective date for the new fees to be September 3,
2013. The motion was second by Mr. Pierson. All voted in favor.
3. Waitsfield Village West Sidewalk Phase I – conceptual plans review and public
information meeting.
The engineering firm Stantec has been hired to assist the Town with the sidewalk project; Greg
Goyette of Stantec presented information regarding the project. Mr. Goyette explained that
because the financing for the sidewalk includes state and federal funding, certain steps must be
followed throughout the development process. He reviewed the project location, background,
development process, and the draft conceptual plan for the sidewalk, which is to be located on
the west side of Route 100 from just north of the Valley Players building to the corner of Old
County Road. (The project to realign Old County Road’s intersection with Route 100 and install
a sidewalk along that road is a separate undertaking.)
Mr. Goyette explained that the proposed plan has been designed to stay within the Safe Routes to
School grant availability and that is has been drafted so that no right-of-way or environmental

Waitsfield Selectboard
August 26, 2013 Meeting Minutes
Subject to Review and Approval
Page 2 of 5
issues need to be addressed. Also, no utility issues are involved regarding lines or poles; there is
the likelihood that some small adjustments may need to be made to water valve heights. Mr.
Pierson pointed out that the sidewalk project just completed led to the need to insulate some
water valves, and that this should be kept in mind as the plans for this project are finalized.
The conceptual design presented consists of an eight-foot wide green strip, a five-foot wide
sidewalk, and a one-foot shoulder sloping to the existing grade of properties along the route. The
options of creating a swale within the green strip or sloping the entire width of the green strip
and sidewalk away from Route 100 were discussed. As no curbs are included in the design,
there was concern regarding parking in the green strip; it was assumed that people will use the
strip for parking whether it is swaled or not. Ms. Phillips pointed out that one property involved
is a business that will continue to need on-street parking.
Mr. Goyette indicated that drainage has been addressed in the current plans and will be
improved. The design will decrease the current ponding that occurs on Route 100. There was
discussion about whether the water should be directed into the green strip or to allow it to
continue to sheet flow into front yards as it does now. If the green space was eliminated, curbs
would need to be included and drainage structures would need to be incorporated into the plan.
The proposed plan includes dry wells in the green strip. Mr. Parker pointed out that these may
interfere with the insulation of the water line, which runs right under the proposed sidewalk.
These considerations led to agreement that the best plan would be to slope the entire strip away
from the road. Mr. Pierson raised the possibility of filling the green space partially with gravel
in order to prevent damage from parking, with a small layer of top soil to hold grass. Preventing
parking on the strip until some time is allowed for compaction was also discussed.
In order to accommodate bicycles, VTrans plans to leave the road pavement at its current width
but to decrease the size of the car travel lanes. One tree on the Reynells property will need to be
removed, and the tree line at the Flemer lot may need some trimming; no other trees are affected
by the proposal.
Mr. Goyette will bring the revisions discussed to Stantec, and revised conceptual plans and cost
estimates will be developed for presentation to the Town and the State for approval. Final plans
should be in place by January, 2014.
Ms. Phillips reported that the water line project left her with a poor drainage situation that had
not previously existed where water is now flowing toward her house and garage. Ms. Capels
will follow up with the project engineer.
4. Continuation of Dufresne Group contract amendment #3; Route 100 Transportation
Path: status overview by project engineer.
Naomi Johnson of Dufresne Group, construction-phase engineers for the sidewalk project on the
east side of Route 100, was present in order to explain project costs and change order
adjustments. In addition to a summary of these costs, she also made available to the Board a
current tally of construction costs and a review of the three contract amendments that have been

Waitsfield Selectboard
August 26, 2013 Meeting Minutes
Subject to Review and Approval
Page 3 of 5
presented by Dufresne Group. She said that construction time was longer than planned and
included eleven change orders to date, which is a larger number than usual in a project of this
scope, leading to two hundred hours of administrative processing time. Ms. Johnson explained
that because ninety percent of the project is being funded through VTrans and Federal Highway
Administration grants, there are more stringent engineering requirements. She provided
information specific to amendment #3, which fully consists of time and expense tasks.
There was some discussion regarding the change orders and associated costs, particularly the
thousands of dollars charged for watering trees, a requirement imposed by VTrans due to their
being planted after June 30. Ms. Capels is continuing to work on some of these issues, including
discussing with VTrans acceptance of one change which they are currently not allowing for. The
project is currently $21,000 over the grant amount. The Route 100 Sidewalk Reserve Fund is
expected to be available to cover the extra costs, if necessary. The Board expressed concern
about any further overages. Ms. Capels believes she will be able to obtain additional grant
monies, particularly as some of the change orders came about through VTrans requests.
MOTION: Mr. Cooke made a motion to approve Dufresne Group’s amendment #3 in the
amount of up to $22,000. The motion was second by Mr. Parker. All voted in favor.
5. Consideration of revised PACE Program Guidelines and PACE Program Administrator
Agreement documents.
Chris Badger gave a brief overview of the PACE Program, which provides for funding from
Efficiency VT for homeowners to undertake energy improvements and pay back the money as
part of their assessment. There is no up-front financial commitment required from the Town.
The documentation has changed slightly since the Town voted to put this program in place. Mr.
Badger provided the Board with a summary of these minor changes. The application process
opens for residents on September 1.
MOTION: Mr. Cooke made a motion to adopt the revised PACE documents and authorize the
Town Administrator to sign them. The motion was second by Mr. Pierson. All voted in favor.
6. Town office relocation next steps.
MOTION: Mr. Kingsbury made a motion to move forward with the design process by forming a
new final design committee. The motion was second by Mr. Parker. All voted in favor.
Mr. Kingsbury recommended the committee consist of one nominee from each of the Select
Board members, two members of the Select Board, and a member of the Historical Society.
There was some discussion as to whether including a Historical Society member would be
prudent, as it is a private group. Mr. Kingsbury indicated that the building will be located in the
Historic District, and so the knowledge of this group would be beneficial. Ms. Turner suggested
including a member from the original task force and pointed out the need for clarity regarding
the Board’s charge to the committee. There was general agreement that the focus needs to be on
finding common ground and moving forward with a plan that is beneficial for Waitsfield as a
whole. There was also agreement to continue forward momentum on the project, even though
there are petitions circulating which are asking the Board to take another look at the project.

Waitsfield Selectboard
August 26, 2013 Meeting Minutes
Subject to Review and Approval
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7. Errors and omissions change to the Grand List: Houston adjustment.
Ms. Capels explained that paperwork needed by the Listers to process the adjustment did not
follow the usual steps following the court decisions and settlement.
MOTION: Mr. Parker made a motion to accept the recommendation of the Listers and so adjust
the value of the Houston property. The motion was second by Mr. Cooke. All voted in favor.
8., 9., and 10. Consent Agenda.
MOTION: Mr. Cooke made a motion to move the three loan items (#8, #9, and #10 on the
agenda) into a consent agenda item and approve them. The motion was second by Mr.
Kingsbury. All voted in favor.
11. Bills Payable & Treasurer's Warrants were signed.
12. Minutes.
MOTION: Mr. Cooke made a motion to approve the minutes of August 12, 2013. The motion
was seconded by Mr. Parker. All voted in favor.
13. Selectboard Roundtable
Munn site. Mr. Kingsbury raised the possibility of developing this site as affordable housing.
There was some discussion regarding different concepts of affordable housing. Ms. Capels
indicated that there are other examples of this type of municipal partnership in Vermont, and that
it might be something that should be put out to bid. The original voter approval for the purchase
will need to be reviewed for possible restrictions on use of the site.
Bridge Street rip rap project. Mr. Kingsbury reported that the dry hydrant behind the blue
building is coming out and that the Fire Department would like the pipe. He was also seeking
clarification regarding the installation of stone steps down to the river. Ms. Capels explained
that these stairs are to be located at the ends, and so will not interfere with the rip rap. There was
concern raised among the Board regarding safety/liability issues involved in locating stone stairs
on the river’s edge as well as the possibility of their compromising the effectiveness of the rip
rap. Ms. Capels will take these concerns to the pre-construction meeting scheduled for later in
the week.
Gravel extraction. Mr. Pierson pointed out that the Town should file its permit for extracting
fifty yards of gravel from the river, indicating that the gravel could be used to resurface the
parking area when the rip-rap project is complete.
Farmer’s market parking. Mr. Parker noted that shoppers have been parking on the sidewalk on
Saturday mornings at the market. Ms. Capels will draft a letter to the manager asking that stakes
and tape be moved out to the road after vendors are finished unloading.

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August 26, 2013 Meeting Minutes
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Sidewalk Oak Plantings. Mr. Parker had been questioned about the spacing of the red oaks
which have been planted. Ms. Capels reported they are all at least 20 feet apart and were located
by the Tree Board.
Radar feedback. Mr. Pierson noted that these recently-installed mechanisms are displaying
random speeds, and generally appear to be miscalibrated.
14. Town Administrator’s Report.
Ms. Capels advised that she had reissued the Town Administrator report with a few project
updates. She pointed out the lengthy agenda coming up for the meeting of September 9, 2013
and suggested that the meeting begin at 6:30pm. This was agreed to by the Board members.
III. Other Business
There was no other business.
IV. Executive Session
MOTION: Mr. Parker moved to go into executive session to discuss personnel matters and
contract negotiations. Mr. Cooke seconded. All voted in favor. The Selectboard met in
executive session from 10:40pm to 11:05pm. Upon returning to open session, no action was
taken.
VI. Adjourn
The meeting was adjourned at 11:05pm.
Respectfully submitted,
Carol Chamberlin reviewed by Valerie Capels
Recording Secretary
Town Administrator