Trustees Meeting 4/10/24

Web version

 SWANTON VILLAGE BOARD OF TRUSTEES

SWANTON VILLAGE MUNICIPAL COMPLEX

120 FIRST STREET

SWANTON, VT 05488

REGULAR MEETING

Wednesday, April 10, 2024

7:00 PM

PRESENT: David Winchester, Village President; Suzie Kelleher, Trustee; Adam Paxman, Trustee; Eugene LaBombard, Trustee; William “Bill” Sheets, Village Manager; Dianne Day, Village Clerk; Heidi Britch-Valenta, Grant Specialist and Ch. 16. Via Teams: None.

To watch this meeting in its entirety, go to Northwest Access TV on YouTube. Unless otherwise noted, all motions carried, unanimously.

1. Call to Order:

David Winchester, Village President, called the Village Board of Trustees meeting to order at 7:00 p.m.

2. Pledge of Allegiance:

Everyone in attendance stood for the Pledge of Allegiance.

3. Agenda Review:

None.

4. Public Comment:

None.

5. Approve and accept Minutes from Monday, March 11, 2024 as presented:

Adam Paxman made the motion to approve and accept the Minutes from March 25, 2024 as presented. Suzie Kelleher seconded. Discussion: None. Motion carried.

6. Approve and Accept Village Warrants through Thursday, April 4, 2024:

Eugene LaBombard made the motion to approve and accept Village Warrants #32-#35 as presented. Adam Paxman seconded. Discussion: None.  Motion carried.

7. Grant/Project Update with Heidi Britch-Valenta:

Heidi Britch-Valenta, Swanton Village’s Grant Specialist, presented the following Power Point Presentation to the Board highlighting grants that she is working on. This report shows grants that the Village has received and some that are pending as well as some the Village has applied for and are waiting to hear back on.

B-6 Bridge Repair 2024

NEED-Bridge needs repairs to ensure safety until full upgrade is possible in 2029. • ACTION- Joints are being replaced and sealed. Full closure of bridge planned. • • FUNDING-Structures Grant for $200,000. Application submitted for $175,000 additional funds. • IMPACT-1 construction bid received $451,646 with negotiations ongoing.

B-6 Bridge Upgrade 2029

• NEED- Bridge has structural deficiencies and will need substantial repair or full replacement. • ACTION- Design for new bridge in progress. Local Concerns Meeting will be scheduled soon. • FUNDING- State Capital total amount is being determined by A.O.T. engineers responsible for the new design. • IMPACT- The Village will be responsible for a cash match which depends on a couple of things.

Highway Safety Improvement Grant 2024

• NEED- improve safety with reflective signs, break away posts and replace paint on streets. • ACTION-order new reflective signs, install break away poles, repaint intersections, crosswalks, bike lanes. Work to be done summer 2024. • FUNDING- HSIP Grant $35,000 covers materials and labor. • IMPACT- no cash match is required. PWD will perform the work. Benefit is improved safety for pedestrians and vehicles.

Stormwater Outlet on Winters Court 2024

• NEED- Address stormwater issues as required under the Municipal Roads General Permit (MRGP). • ACTION-Reduce erosion from stormwater flow into the Missisquoi River by stabilizing a stormwater outlet on the riverbank. Scheduled for this summer. • FUNDING-Grants in Aid Program $9,000 • IMPACT- The Village will be responsible for an in[1]kind match of $2,500. PWD will perform the work.

Stormwater Project 2025

• NEED- Address stormwater issues as required under the Municipal Roads General Permit (MRGP). • ACTION-Reduce erosion from stormwater flow into the Missisquoi River by stabilizing an identified erosion issue. Location will be determined in conjunction with NRPC. Scheduled for this summer 2025/26 • FUNDING-Grants in Aid Program $9,000 • IMPACT- The Village will be responsible for an in-kind match of $2,500. PWD will preform the work.

Downtown Safety Improvements 2023

• NEED- improve pedestrian/ bicycle and vehicular safety in the congested high crash area along Grand Ave in the Village Core. • ACTION-implement safety recommendations from study: improve intersections, shorten crosswalks, reconfigure parking, and improve ADA facilities at Merchants Row over 3-5-years. • FUNDING-Transportations Alternative Program $300,000. • IMPACT- Local cash and in-kind match of $75,000.

Downtown Safety Improvements 2024

• NEED- Address Stormwater issues and improve safety in the congested high crash area along Church Street in the Village Core. • ACTION-implement safety recommendations from study: improve bicycle and pedestrian facilities, improve stormwater infrastructure, make Church St one way vehicle traffic. 3-5 years to develop and implement. • FUNDING-Transportations Alternative Program $473,750. • IMPACT- Local cash and in-kind match of $118,438. One way traffic southbound will reduce traffic entering the dangerous intersection.

Infrastructure Capital Planning Project 2024

• NEED- aging water and sewer lines are vulnerable to breaks and some customers have poor service in areas with undersized pipes which is also limiting growth for new customers. • ACTION-Evaluate existing lines, hydrants, and valves and prioritize most critical needs to improve resiliency and for capital planning and budgeting purposes. • FUNDING- ACCD MPG to hire consultant $13,950 • IMPACT- the Village is responsible for $1,550 cash match. Improved resiliency and less impact to customers.

Waste Water Facility Upgrade

• NEED- Aging Wastewater Treatment Facility has equipment that has exceeded its life expectancy. • ACTION- Replace equipment to increase efficiency and improve resiliency. Scheduled for 2024/25. • FUNDING- Community Resiliency and Revitalization Program (CRRP) $800,000 • IMPACT-80% match is met with balance of the project funding through the Clean Water State Revolving Fund.

FUNDING STACK

FUNDING PROGRAM

Anticipated Amount Status VT SRF Program Loan Forgiveness $1,049,600

Applied VT SRF Program PC Grant $1,040,000

Applied CRRP Funding $800,000

Committed VT SRF Program Loan $5,110,400 Applied

TOTAL $8,000,000

Missisquoi Water Line Crossing 2023

• NEED- Create redundancy line and remove water line from B-6 Bridge to eliminate the risk of damage from ice jams and to prepare for bridge replacement. • ACTION- Create new water line from Webster Terrace to Foundry Street by drilling under the Missisquoi River. Scheduled for summer 2024. • FUNDING- Drinking Water State Revolving Fund Loan with forgiveness. • IMPACT- Village Bond $1,200,000. The benefit is improved resiliency and preparedness for the bridge replacement.

Riviere Hotel Remediation 2022

• NEED- Remediate blighted property in Village Center that is a deterrent to economic development, and a fire and health hazard. • ACTION- Implement recommendations in Northern Gateway Study: Assess contaminants, remove building, remediate soil contaminants, and create redevelopment plan. Final cleanup plan is being developed. RFP for development proposals being finalized. • FUNDING- Brownfield Funding through Northwest Regional Planning Commission. • IMPACT- Village is responsible for 25% of cleanup costs. Benefit is a revitalized property that can be returned to useful purpose and property tax generation.

124 First Street Remediation 2023

• NEED- Remediate blighted property adjoining Village Municipal Complex and revitalize for municipal use. Provide necessary space for overburdened municipal complex property. • ACTION- Assess contaminants, remove building, remediate soil contaminants, and create redevelopment plan. The final cleanup plan is being finalized. • • FUNDING- Brownfield Funding through Northwest Regional Planning Commission. • IMPACT- Village is responsible for 25% of cleanup costs. Benefit is a revitalized property that can meet the needs of the Village for the foreseeable future.

Municipal Energy Audits 2024

• NEED- Determine potential energy improvements to municipal buildings to become eligible for implementation funding. • ACTION- Schedule audits for Village Municipal Complex and Wastewater Treatment Facility. • FUNDING- Municipal Energy Resiliency Program (MERP) • IMPACT- Recommendations for improvements are eligible for funding up to $500,000.

Energy Improvement Small Projects 2023

• NEED- Outreach events to raise awareness of energy improvements opportunities. • ACTION- Swanton Energy Committee performing outreach and educational events. • FUNDING- Municipal Energy Resiliency Program Mini-Grant $4,000 • IMPACT- the Village has no match on this grant. Benefit is improved outreach and education to help the Village support customers toward greater energy efficiency.

Emergency Generator for Hydro Facility

• NEED- The Hydro Facility needs a back up generator to improve resiliency. • ACTION- prepare for a FEMA Emergency Generator Grant by creating a Benefit Cost Analysis. • FUNDING- VHCB Rural Economic Development Initiative (REDI) $2,160 offers small grants to small communities to help them get large grants. • IMPACT- The Village has no required match for this grant.

SAFETY EQUIPMENT PURCHASES 2024

• NEED- Each Department has unique safety requirements and property equipment, and personal protective clothing is necessary to ensure employee safety. • ACTION- Address department safety needs with annual purchases. • FUNDING-PACIF Safety Grant $5,000 • IMPACT- Offset cost of necessary equipment purchases. Village has $5,000 cash match.

TOTAL OPEN GRANTS:

GRANT AMOUNT STRUCTURES- B-6 REPAIR $200,000

CRRP- WW UPGRADE $800,000

DOWNTOWN SAFETY-MERCHANTS RW $300,000

DOWNTOWN SAFETY-CHURCH ST $473,750

GRANT IN AID-OUTLET $9,000

GRANT IN AID- TBD $9,000

HSIP-SIGNS, PAINTING $35,000

MERP MINI GRANT $4,000

CWSRF- WW UPGRADE $2,089,600

CWSRF- WATER LINE $1,107,000

MPG-ASSESSMENT $13,950

REDI- BCA EMERGENCY GEN. $2,160

PACIF – SAFETY EQUIP $5,000

TOTAL $5,048,460

GRANT                                                           AMOUNT

CAPITAL BUDGET-B-6 REPLACEMENT                  TBD

RIVIERE BROWNFIELD                                            TBD

124 FIRST BROWNFIELD                                          TBD

MERP ENERGY ASSESSMENTS N/A TOTAL           TBD

PENDING APPLICATIONS

GRANT AMOUNT PURPOSE

AOT Structures                                    $175,000                      B-6 Bridge Repair

AOT Class 2                                         $175,000                      Linda Ave & Lake St Paving

EV Charger                                          $180,000                      74 Merchants Row

EV Charger                                          $160,000                      120 First St

ANR 3-Acre Stormwater                       $49,000                        Jones Court 3-Acre Permit

ANR 3-Acre Stormwater                       $24,000                        120 First St 3-Acre Permit

TOTAL $763,000

APPLICATIONS IN DEVELOPMENT

GRANT OPPORTUNITY                  AMOUNT                   PURPOSE

MERP 120 First St & WW TF               $500,000                      Energy improvements

FEMA Emergency Generator                $80,000                        Hydro Emergency Generator

DOE Hydro Production Incentive          $30,000 x 10 years       Production Incentive for Generator #5

DOE Hydro Maint. & Enhancement      $63,750                        Replace Exciters

AOT Better Roads                                $8,000                         Update Road Erosion Inventory

AOT Bike and Pedestrian Program        $75,000                        Grand Ave Sidewalk Upgrade

NRPC Brownfields                               TBD                             Riviere Remediation

ACCD Brownfields                              TBD                             124 First Street Remediation

ANR Stormwater                                  TBD                             Jones Court 3-Acre Stormwater Permit

ANR Stormwater                                  TBD                             120 First St 3-Acre Stormwater Permit

ANR Clean Water Fund                        TBD                             Grand Ave & Greenwich St Stormwater

FEMA Assist. To Firefighters               TBD                             Exhaust Ventilation System

The Board thanked Heidi for her presentation and was pleased at the amount of grant money that has been secured. They’re also looking forward to the Village being awarded some of the pending applications. They commented on how these were funds that wouldn’t be placed on the taxpayers, and they were grateful for that. They urged her to continue her good work and look forward to another update.

8. Discussion on the Defacing at Marble Mill Park:

Bill Sheets, Village Manager, stated that our Public Works team has done some significant work cleaning up the bank and solidifying the bank with stone and topsoil. The goal is to maintain a stable, grassy slope just off the parking lot. All graffiti was removed and will be monitored regularly. The playground equipment has been primed and areas that were defaced will be painted when the weather improves. There are more areas to be cleaned and then the nets will be installed. We will continue to work on a lighting upgrade, a camera solution and better signage.

9. Discuss and Approve Blake Street Swanton Recreation Parking Ban Ordinance:

Adam Paxman made the motion to approve and adopt the Blake Street Swanton Recreation Parking Ban Ordinance as presented. Suzie Kelleher seconded. Discussion: Suzie read the Ordinance as follows:

SECTION 5503A. BLAKE STREET SWANTON RECREATION PARKING BAN.

1. No person shall park any vehicle on Blake Street for the purpose of attending any activity at the Swanton Recreational Facility;
2. Violations of this section will result in a parking fine of $25 for the first offense and $50 for subsequent offenses;
3. If the vehicle(s) is in violation and needs to be removed the Police Department may call for the removal in accordance to Title 23 VSA 1102 at the owner’s expense.

Motion carried unanimously.

10. Water Allocation Increase Request for 145 Maquam Shore Road:

Adam Paxman made the motion to enter Water Commissioner’s meeting at 8:03 p.m. Eugene LaBombard seconded. Motion carried.

Suzie Kelleher made the motion to approve John and Sandra Knapp’s request to increase their water allocation from 100 GPD to 360 GPD at 145 Maquam Shore Road, Swanton. Eugene LaBombard seconded. Discussion: They are converting their seasonal camp to a year-round single-family dwelling. Motion carried.

Eugene LaBombard made the motion to exit Water Commissioner’s meeting and re-enter Open Session at 8:05 p.m. Suzie Kelleher seconded the motion. Motion carried.

11. Village Manager Update:

Total Eclipse:  We staffed the EOC all day, from 0700-1900 hours. The event went well, the most significant issue was traffic immediately following the event. We had a live feed all day from the State of Vermont Drone team who were onsite throughout. The FD was deployed by 0900 at predetermined locations and this worked well as they had a thirty second response time to a rollover crash into the marsh along Route 78 in West Swanton. Overall, this was a wonderful experience, and we want to thank all who participated to make things run smoothly.

Sidewalks/Zoning:  I followed up with the Town and with zoning on the applicability of some type of zoning bylaw that might help us secure funding for damage caused during construction. etc. Zoning did not see this as a viable option. I checked internally and we have not incurred a known loss within the last five years. Contractors who become aware that they have caused damage to our sidewalks or other infrastructure have fixed any damage.

Electric:  Our Electric Department, along with Enosburgh did provide mutual aid to GMP during this past storm. One remaining concern in the Electric industry is the prolonged wait times for transformers, meter sockets and other miscellaneous needs, which can range from 50 to 100 weeks. The costs of most transformers have tripled since COVID.

Highgate Water and Wastewater Extension:  This project has gone out to bid. While this remains Highgate’s project and they retain ownership, we will eventually be providing water and wastewater services to this line. The earliest start for this project would be September/October and it will run into 2025.

Hydro:  Unit 1 and Unit 2 turbines are still offline for repairs. The part for Unit 1 (control ring) is due to be delivered and installed on May 17th. Unit 2’s thrust bearing was replaced but during startup they discovered additional issues that will require disassembly and further analysis and repairs. The lower guide bearing was identified as the culprit, and it has been sent out for repairs.  Production remains high due to the snowmelt and recent rain; we are still spilling. Our first new hire at hydro will be solo next week, with the final two being certified to operate independently in two weeks.

Reminder:  We remain in our “Run of River” phase of Hydroelectric Operations effective at 0001 hours on April 1^st through May 31^st at 2400 hours. This means that we generate power based upon what mother nature provides, with no ability to peak to meet demands or maximize generation.

Stormwater:  Invitations to bid for 120 First Street, to meet the State of Vermont three-acre rule, are due on April 26^th at 1400 hours. A site visit was held last Wednesday and there was significant interest.

Wastewater:  We have had three recent examples of extensive root blockage on some of our aging Clay Tile 6-inch wastewater pipes. These are Blake Street, Bosworth Street and Winters Court, and we are confident that more will be discovered. Options range from contracting out to replacing pipe. We have chosen the most cost efficient and effective option, which is outfitting our Vactor with an attachment that we believe will be effective in many instances of removing the blockages without damaging infrastructure. Bill also stated they would benefit from having a camera probe so that they don’t have to hire that service out as well. Suzie Kelleher made the motion to approve the water and wastewater departments purchasing a camera for probing water and sewer lines, not to exceed $15,000. Eugene LaBombard seconded the motion. Discussion: Eugene asked if there was any damage to the water line when it was probed with the water jet. Bill said no, it cleared the line and worked great. Motion carried.

Merchant’s Row:  We need two days of dry weather above 50 degrees to install the new railings on the South end of Merchant’s Row and to designate the last parking spot, in front of Karen’s Hair Studio, as Handicap Parking.

Police Department:  We have advertised for the additional police officer and the administrative assistant. Interviews start next week and hopefully candidates will be selected and screened shortly thereafter. Bill said they had excellent candidates for both positions.

12. Public Comment:

None.

13. Any Other Necessary Business:

Adam Paxman said himself along with volunteers are putting up the flags in the Village Green on Saturday, May 25^th for Veterans’ Day. David Winchester asked if more flags could be installed. Adam said if they had more volunteers to put them up that would be a possibility. Bill Sheets said that would be a good community service activity for the girls’ softball team.

Adam also stated the Memorial Day Parade will be held on Monday, May 27^th at 2 p.m. and is supported by the Swanton Selectboard, Village Trustees and Chamber of Commerce. He said if anyone would like to participate with a patriotic theme that honors those who made the ultimate sacrifice, to reach out to him. Suzie Kelleher said she had some poster boards of fallen soldiers that she’d like added. Adam said that is a great idea and discussed where they could put them.

Adam also mentioned the letter he received about the stormwater issue on Jone’s Court. He advised those who received the same letter to throw it out, it means nothing. He also asked if the Village public works crew would be street sweeping this year. Bill advised yes, they would. He also asked if there was any more discussion about running Village water up to the Border Crossing in Highgate Springs. Bill said he is having ongoing discussions about this and said it would probably be a 10-year project.

14. Executive Session to Discuss Legal Matters and Personnel:

Suzie Kelleher made the motion, seconded by Eugene LaBombard, to go into Executive Session at 8:34 p.m. to discuss legal matters and personnel issues where premature general public knowledge of the subject matter would place the Village or person involved at a substantial disadvantage. Motion carried.

Suzie Kelleher made the motion to exit Executive Session and re-enter Open Session at 8:39 pm. Eugene LaBombard seconded. Motion carried.

ACTION TAKEN: Adam Paxman made the motion to enter into a contract with DirtTech Company in the amount of $331,646.00 to complete repairs on the Swanton Depot Street Bridge on Merchants Row. Eugene LaBombard seconded the motion. Motion carried.

15. Adjournment:

Suzie Kelleher made the motion to adjourn the Regular Meeting of the Board of the Trustees meeting at 8:42 p.m. Adam Paxman seconded. There being no further business at hand, David Winchester, Village President, adjourned the meeting at 8:42 p.m. Motion carried.

_____________________________________             _______________________________________

David Winchester, Village President                  Date

__________________________ ________         ____________________________________

Dianne Day, Village Clerk                                Date