Selectboard Meeting Notes: Utility Rates, Bus Changes, and Turnaround Tension

Should we cut lose the library or recreation department? Find a new management model? The Brattleboro Selectboard’s discussion of a municipal hiring pause led to talk of rethinking town government and services on a grand scale, at least for a short while Tuesday evening.

Utility rates have been calculated and announced, Connecticut River Transit encourages public comment on proposed changes to their routes and schedules, a new turnaround in the location of the old turnaround on New England Drive raised concerns by a property owner, and many grants were on the agenda, leading to a varied and busy evening for the board.

Preliminaries

Chair David Gartenstein congratulated Harris Hill volunteers for a well-attended ski jump weekend. “It’s a signature Brattleboro event.”

He said the town had had recent comments, complaints, and questions about snow removal and traffic lights blinking downtown. He said the recent major snow events had been a challenge. “It takes time to clear roads, and the timing of snow removal downtown needs to be planned,” he said. “We will try to be as responsive as possible to the needs of downtown merchants, but so far the schedule has been appropriate.”

He said the traffic lights are set on blink mode when snow gets piled up. “It reduces the traffic problems and gets traffic moving more effectively.”

Gartenstein said the DPW grader is being repaired and we have one on loan from Guilford, also warning that it may be time to start making plans to buy a new one at a possible cost of a quarter of a million dollars.

The Town Manager search will be picking up again, he said, with applications due by mid-March and a decision by June.

He urged people to go and vote on election day, and announced that the board would have their regular meeting that evening to discuss goals and long-term projects.

Interim Town Manager Patrick Moreland warned that this winter has been costly for the Department of Public Works. “Our budget numbers are getting very, very tight and little is left. We’ve overspent on salt.”  He said that roads and equipment had been damaged, and this translates to costs. “Overtime dollars, too,” he said, noting that there is 16% left for the rest of the year. 

“There goes the surplus,” said Gartenstein.

John Allen announced that the Police and Fire facility project team will be holding a meeting in the Selectboard Meeting Room at 5:30 p.m. to show off the plans, take comments and questions, and explain details to the public. “This is fair warning,” he said. “Look at the whole shebang and make comments.”

He said the committee had recently discussed other site possibilities, but that project manager Steve Horton compiled information showing that “we had the best spots.”

Donna Macomber said the Arts Committee would be coming to the board in the near future to discuss arts and community life, and how the arts can enrich the lives of those who live here. They would also like to talk about issues of accessibility for people of low income.

Gartenstein asked that they come prepared to tell the board a bit about the Core Arts project and arts campus as well. Moreland suggested the Planning Department be involved in that conversation.

David Schoales had no committee reports but did offer an observation that he was amazed at how well people negotiated downtown traffic with the lights set to the blinking mode. He said there was a lot of traffic, but it was working well for vehicles and pedestrians alike. “It was nice to see.”

Public Participation

John Wilmerding, as member of the Representative Town Meeting finance committee, told the board that their committee anticipated a resignation. He encouraged anyone interested in serving to contact the Representative Town Meeting moderator, Lawrin Crispe.

He added that the Vermont Treasurer Beth Pearce will be in town on Monday, February 24 at 5:15 to talk with the committee and anyone else about issues of pensions and borrowing.

Susan Rockwell complained to the Selectboard that the Brattleboro Police had arrested her for trespassing on her own property. The details weren’t entirely clear, but it sounded as if she operated a business that offered single occupancy rooms, and there had been issues over who and how many people lived in certain rooms.

Rockwell said she had been locked out of certain rooms, and also warned that she had to give 48 hours warning before going in. She felt the police were siding with the occupants. “It’s police harassment,” she said, adding that she thought the town attorney was working with the police to harass her. “I know the law better than these cops do.”

Gartenstein encouraged her to bring the issue to the Chief of Police, and she said she had already done that. He suggested she ask the Citizen Police Communications Committee to take up her concerns.

FY15 Utility Budget, Rates, and Capital Plan

The Brattleboro Selectboard approved an FY15 Utilities budget of $5,759,325 at their Tuesday meeting.  They also approved of $5,011,276 in income and a capital plan of $526,000.

Steve Barrett and Hannah O’Connell from Public Works and Finance Director John O’Connor helped explain details.

The capital plan includes $276,000 for vehicles, $200,000 is for water main and meter replacements, and $50,000 is budgeted for wastewater projects.

What does this mean for rate payers? The 3.8% increase in expenditures will cause a 2% increase in water base and usage charges and a 6% increase in wastewater base and usage costs. John O’Connor said that this would allow them to keep enough cash on hand to pay bond payments. “We’re on target with our models,” he said.

Brattleboro will be paying $1,393,810 in debt principal and another $25,104 in lease principle in FY15.

Upcoming Utilities projects include water mains on Frost Place, South Main Street Hill, Central Street, Cottage Street, and New England Drive, upgrades to sewers, and the continued upgrading and replacement of aging water meters in homes around town.  

Barrett said that new water mains typically go in when repaving is done, and the new water meters can be read via radio signals.

Work at Chestnut Hill Reservoir, the Black Mountain water tank near SIT, and Pleasant Valley Dam work is anticipated to begin in the coming year.

Overall, Barrett said, the budget was pretty much level-funded with no big increases.

Patrick Moreland said the new rates are set via a change to the ordinance. He said they’ll have multiple hearings and then a vote. He said he hoped the increases could line up with the fiscal year rather than being a quarter off, too.

David Schoales asked if the cash balance of about $4 million was available to spend, or if it was set aside to pay bonds. John O’Connor explained that it was neither. It is a balance kept on hand in case of emergency. Barrett added that it helped keep rates more consistent from year to year.

”Can there be a table that explains the rates for homeowners, like what we had with property taxes?” asked Schoales.

O’Connor and Barrett said they would create one.

Monthly Finance Report with John O’Connor

Finance Director John O’Connor provided the board with their monthly financial snapshot of the town. His report covered the fiscal year through the end of January.

Spending is about what would be expected with 58.3% of the year completed. The General Fund is at 63.3% of the annual budget, the Utilities budget is at 55.1% and the Parking Fund expenditures are at 58.5% of their annual budgets.

Brattleboro has spent $178,127 on the Police-Fire facilities project thus far.

We’ve loaned out just over $4 million and have just under a half a million remaining to loan or grant.

There are 37 active grants and 16 new applications in-progress. “Very active grant program,” said O’Connor.

O’Connor told the board that Brattleboro’s “biggest exposure is winter maintenance.” Allen asked if there was a reserve fund to pay for more road salt. O’Connor said it would reduce the undesignated fund balance if other budget adjustments failed to cover the costs.

“Winter like this comes with a cost,” added Moreland.

David Schoales asked about delinquent taxes. O’Connor said they would do tax sales earlier this year to help reduce delinquent taxes. Schoales said he could see in the budgets that town staff were doing their best to keep costs down.

John Wilmerding asked about annual Police Fire Facility Project expenditures. Moreland said the project budget is for the entire project and not any specific year. “There are no annual budgets for the project,” he said.

Connecticut River Transit Rate and Route Changes

Randy Schoonmaker from Connecticut River Transit came before the Brattleboro Selectboard to talk about the bus system. Brattleboro spun off the local bus routes to CRT in 2010, contributes annually to support the routes, and renegotiates said contribution annually.

CRT, he explained, would be phasing out tokens (sold in bulk at a 26% discount) for most riders, limiting their use to low-income riders and their sale to assistance agencies.

He said CRT would be adding more bus stop signs, new bus route brochures, more schedule and route signs, new bus maps, and cleaner bus shelters

Proposed route changes in Brattleboro include:

• Changing the Blue Route from traveling on Moreland Avenue to traveling on South Main Street
• Adding a weekday 2:37 p.m. trip to SIT
• Adding a weekday 2:11 p.m. trip to Walmart
• Eliminating the Saturday 7:50 am, 5:40 p.m., and 6:02 p.m. trips to Walmart/Hinsdale
• Limiting the sale and use of prepaid tokens on all Brattleboro routes
• No increase to the $1 fare

Bus rider input is desired before the changes go into effect. There will be a public hearing on the proposed route and rate changes on Friday, February 21 at 1:30 p.m. in the Selectboard Meeting Room. You can also contact CRT directly with comments. Riders have been given flyers with this information, too.

Gartenstein praised CRT for a much better presentation this year. He said he was happy to hear about their plans for outreach.

Kate O’Connor said she looked forward to the new schedules, as people at the Pliny Park stop frequently come in to the Chamber of Commerce looking for a schedule.

John Wilmerding asked if the CRT board position had been filled. Gartenstein said that people should apply if interested. Wilmerding said he might consider it.

New England Drive – New Public Road Turnaround

A year ago, David Gartenstein explained, the owner of 176 New England Drive told Brattleboro that the town could no longer use the turnaround at that location for plows or emergency vehicles. Negotiations ensued between the town and other property owners in the vicinity, but they were unsuccessful.

Gartenstein said the lack of a turnaround is a public safety issue, and that the board was now suggesting a 70’ x 30’ turnaround extension be created at the end of New England Drive. 

“There’s a process for laying out a public road,” he said, explaining that the board would set a meeting at least 30 days in the future, do a site visit, then reconvene for a public hearing.

Peg Lopata said she was confused by the process and an email from Moreland saying that there was going to be a site visit on her property. “Why take that step? There are several places that it could be. Why on my property?”

Gartenstein said the current proposal was to build one where the old one used to be. He re-explained the process.

“If you do a site visit, the site visit parameters have to include that there are other options to consider, not just that it used to be on my property,” said Lopata.  “The turnaround that used to be there isn’t a reason to assume it needs to go in the old location. We need to look at the alternatives.”

“I hear you and you can come to the site visit,” said Gartenstein.

“The site visit is on my property!” exclaimed Lopata.  “I’m not hearing that you will consider other locations. The site visit shouldn’t say my property, it should be the end of the road. It sounds like you’ve already decided to place the turnaround there and that’s not legal.”

“We’re considering this the way it is presented unless the board changes it,” responded Gartenstein.

“Is someone going to change it, or what?” asked Lopata when no other board members spoke up. “As for the date, I suggest after May 15 when snow is all gone. There is no reason to visit during the winter.” She said she also needed time for an attorney to look over her situation. “I’d suggest after May 15.”

Gartenstein proposed a date seven weeks out, on April 1. “We can entertain a request for a continuance.”

The board approved the start of the road laying out process, 5-0.

Western Avenue – Union Hill Work

A grant from the Vermont Agency of Transportation and a bid process overseen by Steve Barrett of the Department of Public Works led to the Brattleboro Selectboard approving a bid of just under $27,000 for a redesign of the Western Avenue and Union Hill intersection.

Holden Engineering of Concord, NH will do the engineering work for the project.

Hannah O’Connell explained that the town used a scoring system that included factors such as understanding of scope, knowledge of project area, staff qualifications, performance on similar projects, and schedule. The grant requires this approach, she said.

SVE Associates was the low bidder, but also scored lower than Holden. “They were close, but SVE left out labor hour estimates,” said O’Connell.

Public meetings will be held later in the spring, and construction shortly thereafter.

David Gartenstein said there were many ideas for what to do at that intersection, and there would be ample opportunities for public comment.

“A requirement of the grant is many local meetings,” added O’Connell.

Barrett said the original plan called for narrowing the cut at the top of the hill, making a shorter distance for pedestrians to cross, “but we’ll be listening for other suggestions and alternatives.” There remains about $40,000 in the budget for changes once the engineering is done.

Donna Macomber says she walks up the hill each morning and wondered if a stop sign on Western Ave would help stop those hugging the curb and speeding downhill. Barrett said it had been looked at but the traffic backups on Western Ave would be tremendous.

Kate O’Connor asked about timing. The DPW partners had different opinions. Barrett hoped to do the work this year; O’Connell thought it more realistic to expect things to be done in 2015.

Grant Amendments Ames Hill and Barrows Road Hazard Mitigation

Two Irene related drainage improvement projects, one at Ames Hill and one at Barrows Road, were covered by grants, but each project went over budget. Ames Hill was over by almost $4,000, and Barrows Road came in about $10,000 over. The added costs should extend the life of the projects, Moreland told the board, and save the town money in the long run.

The Brattleboro Selectboard voted to amend the original grants to get the additional funds from the Vermont Department of Public Safety, with increased matches being applied from DPW labor. FEMA approved the cost overruns.

Moreland said it was uncommon to be able to increase the grant amount, but the state had the funds and FEMA allows it.

Rapid Deployment Craft Grant

The Vermont Department of Emergency Management and Homeland Security has awarded the town $5,600 to be used for a rapid deployment craft (“a.k.a. raft”). The board accepted the funds for said purpose.

Fire Chief Buccossi described the intricate path and multiple sidesteps in getting the raft grant approved.

“Gotta love bureaucracy,” says John Allen.

Repeating Repeater Grants

The Brattleboro Police need a repeater. Repeat. The Brattleboro Police need a repeater.

In their quest for a digital voting radio repeater system, a communications device necessary for them to upgrade their radios and unite the town emergency services radio towers in a single location at BMH, the Brattleboro Selectboard allowed two grant applications to be submitted to cover the costs.

A pair of nearly identical requests showing the need for $134,476.57 will be sent to HSGP Vermont Communications grant program, and the VDEMHS Municipal Working Group grant program. 

If both are approved, one will be turned down. The town only desires one repeater.  The town only desires one repeater.

Local Bypass Mitigation Grant

Brattleboro accepted $7,663 from the state to help offset increased road traffic on Upper Dummerston Road. Patrick Moreland said the town will use the funds to cover costs of one calcium chloride application to control dust on gravel roads and increased police patrols near the I-91 bridge work over Rt. 30.

“It’s what the state has determined to be the level of inconvenience for Brattleboro,” said Moreland.

“Dummerston should be getting some money, too” said Gartenstein.

“It’s all our [tax] money,” noted Schoales.

Committee Appointment

The board appointed BDCC executive director Pat Moulton Powden to the Small Business Assistance Program Loan Committee. She fills the position vacated by the former executive director of BDCC, Jeff Lewis.

Informational Meeting

The informational meeting prior to Representative Town Meeting will begin at 6 p.m. at Academy School in West Brattleboro on Wednesday, March 12, 2014. Caucuses will meet at 6:30 p.m., and the informational portion of the evening will begin at 7 p.m..

Hiring Pause

Continuing the discussion that began at their last meeting, the Brattleboro Selectboard again took up the idea of pausing to consider the need for a town position whenever a town position is vacated, for example, by someone retiring. 

The board had brought it up as another way to look at and control long term costs to the town. Police, Fire, and DPW department heads expressed concerns that the board would be interfering with and micromanaging the hiring process.

This week, David Gartenstein suggested a motion that the board conduct staffing level reviews for employees for a six month period, ending in September. He suggests the board specifically look at vacancies and full time positions.

Kate O’Connor agreed. David Schoales suggested adding part-time staff to the mix.

“Let me speak to the issue and share some thoughts,” said Patrick Moreland, Interim Town Manager as he pulled his microphone closer. 

“I didn’t say anything last time,” he began. “My department heads did and were concerned over issues of balance of power and responsibility. I don’t see it the same way. I recognize that the board has a role in setting staffing levels, and isn’t contemplating getting involved in hiring. I don’t see the conflict the same way.”

“I am concerned about,” he continued, and paused to find the right words. “I have a sense that the town and taxpayers are at a critical juncture. The economy isn’t growing and affordability of living here is at a critical juncture. At this time, there is a very unique conversation that the board needs to have publicly which is more to the notion of what types of services shall we continue to operate in the future.”

“We discuss them in budget meetings,” he said. “Across the board cuts to all departments, reducing staff in larger departments, or we could focus cuts on elective services that are popular — Recreation and Parks or the Library. It’s a critical discussion that management is in no position to have.”

“I’m concerned that the board is focusing on minutia of replacing positions, and would like to point out the higher order discussion we need to have about the future,” Moreland said.

“With respect to staffing, the procedure today is that the Town Manager does all hiring and firing. Requests come from department heads, and department heads already consider whether positions are necessary. There is routine consideration of trying to restructure and minimize costs. If you want to spend time looking at what we do, we can help you do it. In terms of numbers of staff, we have 135-140 full time and about 15-20 part time. We can look at either or both.”

John Allen joined the discussion. “I hear what you are saying, but don’t they go hand in hand, looking at staffing and getting into how do we downsize and look at overall services? I never want to micromanage,” he said. “We are at a critical point in town, but aren’t we operating with champagne tastes and a beer bedget? 

Moreland said they might go hand in hand. “I’m not concerned about stepping on toes. I have steel-toed boots.” He suggested that if they wanted to look at staffing, “look at staffing rather than than waiting to see if someone retires or leaves. There are other ways to approach it.”

Kate O’Connor said the board was taking a big picture view. “I think it’s part of our ability to look at the big picture. I have no interest in micromanaging, but when a vacancy comes about, what’s the process for filling it? I don’t think we’ll muck up the works. I think this is one more tool in our toolbox.”

David Gartenstein said he agreed with Allen, O’Connor and Moreland. He thought looking at staffing could be one of the board’s goals for the coming year. “Understanding the staffing levels better will be another tool, and this is relatively narrow, and for a limited time.”

David Schoales said that at first he saw this as a way of avoiding the bigger issues, but he now thinks the board needs to look at how the whole town operates. He said there were “lots of different management models to look at. We may need professional advice. I don’t want the staff review to take the place of the bigger picture. Let’s look at the MATRIX report again and explore some of their recommendations.”

“Is there a different way we can be doing business?” asked Gartenstein. “That’s the inquiry.”

Donna Macomber said she wasn’t so sure about looking closely at hiring. “The intent is not to micromanage, but I’m not sure getting that involved isn’t bordering on micromanaging. There are good intentions, but I’m somewhat reluctant to commit to looking at each significant hiring,” she said. “Something feels a bit over-involved.”

Allen said the board was required to micromanage to a degree. “We have to a little bit. Does the town have to change the direction of how we do things in the future?” he asked, adding “I don’t think anyone here would abuse it.” He thought the board was over-thinking the hiring pause.

“We may be guilty of over-thinking,” said Macomber, “but it seems like a place to pause.” She said she wanted more time to consider this, but wouldn’t object if others went ahead with the motion.

John Wilmerding suggested that department heads provide information about what they would do if there was a 5% cut in their budget. He also expressed concerns for those who get state assistance to pay property taxes. “What if they were reduced?”

Schoales said he wasn’t seeing much benefit to looking at individual retirements and vacancies. “How would it help us? There is a chance to pause before rehiring and go more slowly, but I’m where Donna is. I’m not sure if this is what we need to do.”

Gartenstein reread the motion. He responded to a Reformer question about the process to be used by saying it would begin in executive session due to it being a personnel matter, then information would be made public as appropriate. He said the board would be reviewing, not taking part in, the process.

“It’s not a hiring freeze, or hiring pause,” said Gartenstein.  “It is a staffing review.”

The Brattleboro Selectboard voted 4-0-1 to review staffing for six months. Donna Macomber abstained.