Select Board Meeting Minutes 5/10/23

Minutes of the Select Board meeting 5/10/23

Meeting Date: Wednesday May 10, 2023

Meeting Opened at 6:00 pm

Select Board members present: Justin Makuc, Chair, Susan Cooper

Select Board members absent: Frank Abbott

Also Present: Melissa Noe

Also Present Remotely: Laurie McArthur (Select Board secretary)

Call to Order 6:00pm

1. Reappointment to the Cultural Council: Maggie Barkin

Justin reported that this is a 3-year appointment.  Justin moved to appoint Maggie Barkin to the Cultural Council for 3 years.  Susan seconded.  Call a vote: Susan- yes, Justin-yes. 

1. Accept Gravel Bid – Tryon Construction

Justin reported that the recommendation of the Town administrator and the Director of Operations was to go with Tryon Construction for the gravel bid.Melissa reported that there was one other bid, which did not compare to the bid from Tyron Construction.Justin moved to accept the gravel bid from Tyron Construction.  Susan seconded.  Call a vote: Susan-yes, Justin-yes.

1. Accept Hauling bid – Roger Trucking

Melissa sent the Select Board the bids received and discussed concerns regarding fuel charges and problems with pick up.   Melissa said that if the Select Board accepts the Roger Trucking’s bid tonight, then bins will need to be ordered.  Roger Trucking’s bid includes the possibility of up to a ten percent increase during years two and three of the contract.  Melissa confirmed that this is a one-year contract and that we would be unable to accept the bids for years 2 and 3 from Roger.  Justin said he would like to think about it for a week since the price of Roger Trucking is higher than previously thought due to an error in calculation. 

Melissa said after confirming with the State that we cannot accept the Casella bid as it contains a conditional item (pass through charges) and they did not follow the bid instructions and left years 2 and 3 blank. The current contract with Casella ends on June 30^th.  Justin said he was concerned that Roger Trucking would be over the budget set at Town Meeting, whereas Casella was cheaper.  Melissa said that the Town is unable to accept a bid with a conditional item listed.  The Select Board will come back to this item during the next meeting. 

Melissa noted that Roger may choose not to bid again since we would have turned them down twice, although she further pointed out that the Town is not required to put solid waste contracts out to bid.  Susan expressed concern that we may find ourselves in a difficult position if Roger withdraws and we are forced to go forward with a contract with Casella with the passthrough charges and their history of poor service and lack of responsiveness.

.4. Unanticipated business

Justin inquired about the retiree fund being paid for out of free cash at Town Meeting rather than the retiree benefits stabilization fund.

Melissa asked if the meeting schedule will remain the same for the Select Board and said she will have to know by next week so she can have the calendar ready for July.

Melissa said that she and Sophia are setting up a training regarding harassment and proper workplace behavior.Melissa said that she would like for this to be an all-boards meeting since there are limited hours the training staff are available.

1. Comments & questions from the public

There were no comments or questions from the public. 

1. Approve minutes of 4/26/23

The Select Board reviewed the minutes from 4/26/23.Justin made a motion to approve the minutes as amended from 4/26/23.  Susan seconded.  Call a vote: Susan-yes, Justin-yes. 

Justin made a motion to adjourn the Select Board Meeting at 6:34pm

Susan seconded.  Call a vote: Susan-yes, Justin-yes

Documents used at the meeting

1. Gravel bid documents
2. Hauling bid documents