Town of Charlotte

Board of Selectmen

Minutes

Monday, May 20, 2003

6:30 PM, Charlotte Town Hall

MEMBERS PRESENT: Chairman Charles Russell

Debbie Ramsdell

Eleanor Russell

OTHERS: Dan Senecal-Albrecht (selectboard assistant)

Stuart Bennett

Dr. Richard Bernstein

Dennis Bosch

Stephen C. Brooks

Peter Coleman

Tricia Coleman

Chris Davis

Janet Foster

Toby Goldsmith

John Hammer

Carol Hanley

Mac Keyser

Virginia Keyser

Jason Marshall

Jeff McDonald

Susan Peyton

Dick St. George

Donna Stearns

Rodney Stearns

Eric Van Vlandren

Dr. Lee Weisman

Jocelyn Bolick (clerk)

The meeting was called to order at 6:30 pm.

The items on the agenda were as follows;

Adjustments to Agenda / Dr. Richard Bernstein, informal discussion of curb cuts at Ferry Road Clinic / Executive Session with Jeffrey McDonald, Chair of Planning Commission, regarding personnel matters / Public Hearing regarding May 27^th bond vote concerning purchase of a pumper truck and thermal imaging camera for use by CVFRS / Open Discussion / Sign Bills and Warrants / Adjournment

Adjustments to Agenda

• Rod and Donna Stearns came to clear up a problem with their subdivision application (#PC-02-16). A Roadway Agreement and Waiver, Sewage Service Agreement, Waiver and Easement, Fire Pond Agreement and Waiver, and Open Space Agreement needed to have dates revised in the documents as well as revised recording reference numbers. Also, the Fire Pond Agreement and Waiver needed to add a paragraph allowing the municipality an easement and right to enter upon the land for the purpose of making repairs.

A motion was made by Eleanor Russell, seconded by Debbie Ramsdell:

“To approve and permit the execution of the necessary documents as described in the letter from Dean Bloch to the Stearns, dated May 16, 2003”.

Vote: all in favor.

Motion made by Eleanor Russell, seconded by Debbie Ramsdell:

“To authorize Charles Russell to sign any documents related to the letter from Dean Bloch to the Stearns, dated May 16, 2003”.

Vote: all in favor.

Dr. Richard Bernstein, informal discussion of curb cuts at Ferry Road Clinic

Dr. Richard Bernstein, Carol Hanley, Dr. Lee Weisman and Toby Goldsmith came to the selectboard meeting to discuss the curb cuts on 3 acres of land that was purchased from the Old Lantern. It was added to the health center with the intent to subdivide in the future. Before they bought it, they went through the planning process and had the subdivision approved before they closed on the deal. They felt the right of way issue was settled, but apparently it wasn’t. A subdivision modification is scheduled for next week. They would like to see where the selectboard is on the driveway issue, and they would like to tell the selectboard what they would like. They have lost the original buyers, and they have been blindsided by intermediate requirements. They would like to get it locked in – whatever it takes.

Charles Russell said all along you needed to come to the selectboard to approve another curb cut. A curb cut and a right of way was approved by the planning commission, but it still needed to be approved by the selectboard.

They would like the new property to go with a separate driveway that has been approved by the environmental commissioner. It is further to the east, it is clear of the wetlands and totally separate, it would not be shared with the business driveway. They feel that branching off from the original driveway would be unsafe and unattractive. They handle around 40 cars per day, as well as delivery trucks.

Charles Russell feels as it is right now, it’s unsafe. It’s too narrow, cars can’t get in and out at the same time, you have to stop on a hill and with cars rushing to the ferry - it’s too dangerous. The plan should be to make it safer.

Eleanor Russell said a single curb cut was her preference. Dr. Bernstein said they had a business ready to go onto the subdivision, but they are now out of the picture. The business was not thrilled about sharing a driveway with the health center.

Charles Russell feels he would prefer a single driveway. He feels there must be a safety issue here with two driveways close to each other – if it’s a busy place, there could be 2 cars trying to pull out at the same time. Dr. Bernstein said he can’t sell it without knowing where the driveway is – that’s why the original business pulled out. There’s a lot of traffic in and out every day. Chances are better that it’s going to be a residence back there. If they have kids, would they want a driveway that has 40 cars per day? When they were purchasing the property, they felt a commitment was made to them for a 2^nd curb cut. They feel that they were taken advantage of. If they had realized they would be sharing a driveway, they would not have purchased the property. Eleanor Russell said she would not be comfortable approving anything without going through the process.

Dr. Bernstein had talked to Junior Lewis about the Old Burns Road on the property. Junior said if the subdivision went into agricultural use, that pre-existing farm road would be, by law, open for use. So, there is a road cut there that will turn back into the wildlife corridor and labeled as such.

Debbie Ramsdell said she would be inclined to put the second curb cut in. She feels it’s a safety issue. Charles felt that we needed to go through the process, and he’s not inclined to go with a 2^nd curb cut right now. They have to get their application in and then the selectboard has 10 days to respond.

Executive Session with Jeffrey McDonald, Chair of Planning Commission, regarding personnel matters

• Motion made by Eleanor Russell, seconded by Debbie Ramsdell:

“To go into executive session with Jeff McDonald to discuss the re-appointment of the zoning administrator since the term ends in June”.

Vote: all in favor.

Motion made by Eleanor Russell, seconded by Debbie Ramsdell

“To come out of executive session”.

Vote: all in favor.

Public Hearing regarding May 27^th bond vote concerning purchase of a pumper truck and thermal imaging camera for use by CVFRS

Dick St. George said they’ve been specking out the truck for the last 3 years. The current truck is 23 years old and is out of service 20 days each year. So far this year it has had 4 unrelated failures: the priming pump has failed, the linkage from the tank to pump valve failed, the engine water pump and the alternator failed.

Consistent problems with the truck include water tank leaks, the current foam line does not work (none of the other trucks are equipped for foam). The truck is overloaded – it’s over its axle weight with people and equipment. The truck only has room for 4 people – maybe 5 if they take equipment out of the back before the call. They don’t meet any of the standard guidelines of 2 in and 2 out.

The new truck would seat 6; 5 could arrive packed up and go to work. They would have 2 lines of compressed foam. With a 5 to 1 compression rate of water compared to foam, that’s the equivalent of 2,000 gallons per minute of water.

One option on the truck is $8,000 for stainless steel. The current trucks are steel, Galva Neal, poly and aluminum. CVFRS has spent over $25,000 over the last 3 years on body repairs due to rust.

The current poly truck does not rust, but it’s tough to mount things to it – it must be cut through the plastic and steel backing plates added around the cut. The costs of poly outweigh its benefits.

Another option is $8,000 for a night-time light generator. The current nighttime lighting is limited to 2 light poles on the truck and no auxiliary power.

One of biggest costs is compressed air foam ($45,000) in this truck. Known as CAFS, one hose line is equal to 1,000 gallons of water per minute. It has a fire fighting ability that is 5 times that of water.

A hydraulic ladder rack ($4,000 option) will lift the ladders from where they are on the side to the top of the truck. It frees that side of the truck up for compartment space. The ladders are extremely heavy and currently need 3 people to handle them. Equipment is currently stored loose in the cab due to lack of compartment space – it can be extremely dangerous in the case of a vehicular accident to have equipment flying around in the cab.

They are also adding a front attack line ($1,000 option) to the truck. A line off the current truck comes off the side or the rear. Someone can get hurt easily if they have to stand out in traffic – they are in danger of being hit by oncoming traffic.

There is a rear suction setup on this truck ($5,000 option). The current truck has no rear suction which limits CVFRS when they drive into a long driveway.

The new truck is being specked for hot and cold weather operations. This includes pump heaters, protective shields, and an auxiliary engine cooler.

Also included is a thermal imaging camera. It works on heat wavelengths – over 300 degrees will show red. From 300 to 1200 degrees, it will pick out the hottest items. Over the past 3 years, they’ve tested 12 different thermal imaging cameras, different compressed foam systems, they have had 2 different engines from 2 different manufacturers in town so they can see how the trucks handle on the roads of Charlotte.

Due to the low resale value of the current truck, they will keep it as a second engine in town. It will be used on major fires or if there’s a second call.

CVFRS is looking into new air packs on the new truck and buying one hour bottles. They’re finding that they need to come out and change their air bottles – there’s no relief right off the bat. Although they are half-hour air bottles, they last about 15 minutes if you’re working heavily.

Equipment reliability is a big concern. The current truck has failed its vacuum test on the annual test over the last 3 years. This means that it’s hard to keep it prime when drafting from a portable pond at fires. This can cause CVFRS to lose water to its hose lines. The primary truck responds to 90% of the calls. The engine has 41,000 miles – which is a lot for a fire truck. Financing has never been better – you’re looking at a 2% rate. The cost of the truck goes up on average 5-8% per year. They’ve received $20,000 in grant money, but they’ve applied for over $500,000. If you get grant money, that’s great, but you can’t rely on grant money – it’s like playing the lottery.

These options add up – it’s not the cheapest truck, but options are necessary for safety issues.

Eric Van Vlandren said the whole concept behind asking the community for this truck comes down to safety, efficiency and getting the best value for the community. As an example, suppose Charlie collapsed behind the table in the town hall, and the hall was filled with smoke. Right now, the firefighter would have to come in on his hands and knees, poking with an ax and find Charlie behind the table. With the thermal imaging camera, the firefighter would come in, see where Charlie is, see where the fire is, go get him and bring him out.

Eric said it would be irresponsible to not spec the truck this way – that is their job to try and protect the community. There is no tax increase to buy this. Since 1999, they’ve been salting away 3 cents on every $100. They’ve had to make hard choices over the past few years. This truck would protect the community. Currently your safety rides on a 23 year old truck. When that truck was purchased, the average size of a house was 2200 sq. feet. Now, it’s more than 3500 sq. feet. Driveways are long and narrow, and there are no fire hydrants in Charlotte. Every option on the new truck is for efficiency and safety. He feels it would be irresponsible to not spec the truck this way since they know this is the way this truck will do the job the best.

Eric said there’s no new word about the inheritance. They are still in a situation where they are negotiating with the attorneys to find out information to move forward. They have not inherited a million dollars, they do not when they are going to or what form it will take. But all the money they receive goes to the community. 90% of the members are volunteers. They use the money that comes in to buy equipment and train volunteers. Perhaps when the money comes in, with the selectboard they will decide to pay down the bond. Or perhaps they will set up a trust, or buy a new ambulance. But they will do it openly and in a manner that benefits the community.

But, because of the interest rates, the responsible thing is to bond now and get a new truck before the current truck is 25 years old.

Chris Davis said the way the Barrows trust is written, they will receive the interest of a fixed amount of money from the trust. But they haven’t got it yet.

Virginia Keyser asked about the maintenance cost of the old truck – does it make sense to keep it in running order since it is so old. Eric said the time of service would be so much less that the chances of it breaking down are so much lower. If they find, over time, the cost to maintain it were prohibitive, they would sell it. It’s CVFRS hope that by using that truck, they may be able to get a lower insurance rating for the whole community. Chris said the last month or so have been about $2,000 worth of repairs. Around 1994 it had a total frame off restoration that cost around $28,000. It had updated wiring, a new alternator, new lighting, etc. It had a good retrofit, and it needed it. And that’s why we’re still talking about keeping the truck after all these years. It easily consumes $5,000-$7,000 in maintenance per year. It’s not mileage that’s wearing it down; it’s the time clock - salt exposure, etc. Since it won’t make many calls with a new truck, it would still be economically feasible to hang onto the truck.

What’s the life span of the new truck? They’re predicting a minimum life span of 20 years for the truck – the rust issues won’t be there, but there will be other issues – replacing valves, for example. Stainless steel doesn’t have the drawbacks of plastic. The current truck was predicted to be a 20 year front-line use. Back in 1979, the current truck was state-of-the-art.

Virginia Keyser asked if there was a piece of paper that itemized the cost of the add-ons. Dick copied his presentation and passed it out.

Dick St. George said there is at least one reputable company that will build within this price. They are talking to companies that have been in business, look like they’re going to stay in business, and do a lot of fire service work. Several of the previous manufacturers are no longer in business, or no longer making fire trucks. Eric said this bond is a “not to exceed” number.

Stuart Bennett said he felt CVFRS did great work. But he’s starting to have a gag reflex on municipal expenses. Everything is just going up. The truck makes a lot of sense on a rational level, but he needs to get a better sense of context before he approves an expensive piece of equipment. Stuart had a few questions:

• Who owns the firehouse building? CVFRS owns it, but if they go out of existence, then it would revert to the town. CVFRS owns the land and the town bonded for the building. No taxes are paid on the building or the land, since it’s a non-profit and therefore tax-exempt.
• What are the prospects of having someone from town represented on the board? The plan is to expand the executive committee and bring in 3 (more or less) people from the community to sit in on the executive committee. They would be a conduit to the community and it would allow CVFRS to gain a perspective from the community.
• The bond vote is a discretionary expense. People need to have a sense of emotional comfort. As a taxpayer, Stuart has had it. Persuading him to spend a half million dollars on a vehicle is difficult. He feels that if they get money from the Barrows trust, they should inform the public that they would use it to retire the debt. Eric said the committee that decides about the money may decide that the best use of the trust money is to pay down the bond. But as a business, they will have to look at the best use of the money. Chris Davis does not want to mislead anyone, at best it would help pay the interest on the bond, but it will not retire $450,000 worth of a bond. Charles Russell said the hook the town has into CVFRS is the selectboard – they have to have their budget approved by the selectboard. Eric said the current truck is quickly approaching non-discretionary – it needs to be replaced. All CVFRS is asking is that the 3 cents that is already coming out of your tax burden (and has been for the past 4 years) be allowed to be used for the purchase of the truck. It’s not a new and larger tax burden; it’s just committing money to be spent on a specific item. There will be an open house at the fire station on Saturday (May 24^th) from 1-4 PM. They will be talking about the bond, the station, the trucks, the public is invited.

Tricia Coleman asked what is going to prevent a recurrence of the building of the fire house – originally $300,000 and then CVFRS came back and asked for another $100,000 to finish the building. Also, how many fires are there in town to justify a machine of this caliber?

Dick St. George said they are going to several bidders. On the building, there were a lot of structural changes (high roof, etc.) that cost a lot of money. Chris Davis said they didn’t turn ground for the building until they had voter approval of the extra $100,000. CVFRS was told to expect $100/square foot from the architect. But that was way too low.

Tricia asked what reassurance the town will get that the price won’t go up. Eric said the simple answer is that they will not sign a contract to purchase a fire truck for more than $450,000. There were 8 fires last year in the town of Charlotte, and 8 others that Charlotte responded to. 16 structure fires last year out of 128 total calls. These trucks go to car accidents. They were at a HAZMAT last year where they had to bring a mechanic on site to get the truck going.

Every issue of the Charlotte News has a plea asking for volunteers, so thank you for doing this. If you’re going to spend money on a new thing, get something that will be standard equipment in 10 years.

On the compressed air foam system, is there any fire that can’t be put out with it? Yes, there’s always something that can’t be used. Metal fires, for example – compressed air foam won’t work on that.

Open Discussion

Stephen Brooks had a few questions:

• Is the public explicitly invited to CVFRS meetings? Eric said they don’t issue invitations to anyone, even their own members; the public, through the Charlotte News, is aware of the meeting notice. The public is not explicitly invited to their meetings, but they are always welcome to attend. All meetings are open to the public and all are welcome to come.
• Is their a plan if the bond vote fails? Chris said basically, they will finish the spec on the truck, put it out to the builders, get the prices in, and maybe put it out to the voters again in the fall. Basically they will proceed and test the theory to find out exactly what it will cost. Perhaps fund-raising for the camera and continue putting in grants.
• Tom Heilmann brought photocopies of the section of the Barrows trust instrument to a previous selectboard meeting. Eric said they have not seen a copy of the entire will. The accounting of the will has been available for at least 3 weeks, according to Stephen. CVFRS has not seen a copy yet. Stephen said the accounting explicitly details that there is more than $1,000,000 dollars available in cash. Eric said he’s happy to hear that and he’s sure he’ll hear from Tom Heilmann now that he’s back in town.
• Why doesn’t CVFRS go to the bank and get a note? Eric said they get a better rate doing it this way.
• Why doesn’t it make sense to say that whatever we get from the trust will be used to retire the bond? Eric said both positions make sense – CVFRS feels it’s prudent to have the money in hand before they make that kind of pledge, and to look at other expenses coming up down the road. They don’t want to make that blanket statement until they have that information and they have reviewed items coming up in the future. They want to make the best decision for the best value. Eric doesn’t want to make a knee-jerk blanket statement to the community just to get the bond passed.
• The management consulting agreement – CVFRS was going to give a copy to the selectboard. Eric said they haven’t reached a final decision on whether they will give it to the selectboard or just let the selectboard read it. Stephen said if you’re asking the public for a $450,000 bond and won’t make the management consulting agreement public, how do you respond to that? Eric said there’s a significant difference between operating budget (coming from tax dollars) and income derived from other sources (operating as a private non-profit corporation). They don’t feel it’s appropriate to use operating dollars for housekeeping items that they need to make their organization run better. The reason they haven’t come to an agreement with the selectboard is that all documents given to the selectboard are now public documents. Since they (as a private non-profit corporation) are entering into an agreement with another party (as a private for Profit Corporation), it’s a contract between 2 private individuals and it’s not tax dollar money, so that’s the best way to handle it. They feel it’s a good compromise at this time to let the selectboard peruse the document. It’s a private contract.
• The perception has been that CVFRS has been working on new by-laws since the end of last summer. Eric said there hasn’t been any work on the by-laws before January. Stephen asked when CVFRS anticipates having a draft for the selectboard. Eric said it’s reasonable to say within the next month.

Motion made by Eleanor Russell, seconded by Debbie Ramsdell

“Motion to close the public hearing”.

Vote: all in favor.

Motion made by Eleanor Russell, seconded by Debbie Ramsdell

“Motion to adjourn selectboard hearing”.

Vote: all in favor.

Sign Bills and Warrants

None.

Adjournment

Next meeting on Monday, June 9^th, at 7 PM.

Meeting adjourned at 9:00 PM.