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April 27, 2009
Board of Liquor Commissioners: Richard Baker, Mitch Pearl, Bill Hatch, Bruce Brown, Kellie Patten
Also in Attendance: Keith Arlund, Anna Scheck, Tom Schmelzenbach, Steve Cijka, Tim Rice, Bob Kilpeck
The meeting was called to order at 7:56PM by Chair Bill Hatch.
1. Call to order
a) Agenda
Motion by Richard Baker/Kellie Patten to approve the agenda. The motion passed unanimously - 4 to zero.
2. Consent Agenda
a) Approval of Minutes - April 13, 2009
Motion by Mitch Pearl/Richard Baker to approve the minutes of the April 13, 2009 meeting. The motion passed unanimously - 4 to zero.
3) Fiscal
Keith Arlund stated this is the payment to Rutland City for May and June for the dumping of the sludge. He noted the town has a continuing relationship with Rutland City on an as-needed basis.
Motion by Richard Baker/Bruce Brown to approve PO #43523 in the amount of $8,190.00 to the City of Rutland.
Richard Baker questioned why we are doing this purchase order for only two months. Tom Schmelzenbach stated this purchase order is for the current fiscal year and is due to a price increase. He noted the City of Rutland charges a unit cost for sludge and had not done a price increase for a long time. Steve Cijka stated there is not a contract connected with this charge and is assessed on an as-needed basis. Richard Baker felt there should be a contract and Tom Schmelzenbach stated the town has correspondence noting what they charge, which is a standard price, however, there does not exist a contract. Richard Baker requested Tom Schmelzenbach research the cost going forward prior to July 1st.
The motion passed unanimously - 4 to zero.
b) Consider PO #43519 - $67,392.00 sludge hauling
Keith Arlund stated Tom Schmelzenbach has reworked this purchase order, which has a contract year from May 1st through April 30th for a period of three years. In the discussion, he asked Mr. Schmelzenbach to create a blanket purchase order that would cover the cost for the full contract period beginning May 1st. Richard Baker questioned if we have more sludge in May and June and Steve Cijka felt it is usually even throughout the year. When the Rutland County Solid Waste was formed, they were doing the hauling, however, in 2000 they bid it out and wanted to get out of the business and that is why there is the lapse. Mr. Arlund stated this was easier than writing a purchase order for 2 months. This is a 3-year contract with Doran Brothers that will run from May 1, 2009 to April 30, 2012. Steve Cijka stated the town had used Doran prior to Rutland County Solid Waste taking over the hauling. Tom Schmelzenbach stated there is also a cost for hauling to an alternate location in Glens Falls, however, this location is very rarely used. Steve Cijka stated there may have been 9 loads hauled to Glens Falls in the past 6 years. He noted the City of Burlington will also accept sludge as well, but it would be cost prohibitive. Mr. Cijka stated he has talked with Doran and they have told him the town would not incur a fuel surcharge. Richard Baker questioned why the town would want to change haulers after nine years of using Johansson's and Mr. Cijka stated it is because Doran is the lowest bidder. Mr. Schmelzenbach noted this is a 3% decrease in what the town pays now and he has asked Mr. Cijka to be more conscientious in the bidding process, as this department has a very tight budget. Mr. Cijka proceeded to go through the bidding process and this is the end result. He noted it is ultimately up to the Board, but the ability of the contractor to provide the service is not in question. Richard Baker stated there is a 30% price differential for hauling to Glens Falls and there is a slight difference in price to go to Rutland, however, if one goes to Glens Falls a couple of times, it would eat up the savings.
Motion by Mitch Pearl/Kellie Patten to approve PO# 43519 to Doran Brothers, Inc. for an amount not to exceed $67,392.00 for sludge hauling.
Richard Baker stated since Doran Brothers is in Fair Haven he would prefer if they could meet Johansson's trucking price to Glens Falls. Tom Schmelzenbach stated that it is the wisdom of the board to make the decision, but he feels uncomfortable in changing the response to an RFP. Steve Cijka stated the trucking business is a very cut-throat business and he does not feel that there will be shipments to Glens Falls more than once or twice.
The motion passed unanimously - 4 to zero.
c) Consider PO 43520 – $10,710.96 for Solid Waste/Grit Disposal
Motion by Mitch Pearl/Kellie Patten to approve the purchase order #43520 to Casella Waste Management for an amount not to exceed $10,710.96.
Tom Schmelzenbach reported this item was competitively bid and there was only one reply. He noted this is a 19% decrease from what the town is currently paying and the contract runs from May 1st through November 1st. Richard Baker questioned how much time the bidders had to respond and Keith Arlund advised the bids were sent out on March 16th.
The motion passed unanimously - 4 to zero.
4. Consider Adoption of Identity Theft Prevention Policy
Richard Baker requested the town manager, as previously requested in the Select Board meeting, to do an assessment to what extent this requirement applies to the town and supply the information to the Board of Sewer Commissioners also. This was the consensus of the Board.
5. Old/Other Business
Motion by Richard Baker/Mitch Pearl to ratify the town manager's letter of February 24th to Bob Hockaday regarding the revocation of the sewer allocation for the Woods at Spring Pond. The motion passed unanimously - 4 to zero.
Richard Baker stated it appears that, on a technicality, this item was acted on in a Select Board meeting, rather than a Sewer Commissioners' meeting. Although one could argue the whole allocation was self liquidating as no application was received in two years; this motion is to clarify, for the purpose of having documentation in the Town of Brandon, that this issue was acted upon in the proper body.
The motion passed unanimously - 4 to zero.
6. Adjournment
Motion by Bruce Brown/Mitch Pearl to adjourn the Board of Sewer Commissioners- meeting at 8:15PM. The motion passed unanimously - 3 to zero.
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