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Village of Essex Junction Trustees Regular Meeting

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Village of Essex Junction Trustees Regular Meeting VILLAGE OF ESSEX JUNCTION Online TRUSTEES Essex Junction, VT 05452 Tuesday, April 27, 2021 REGULAR MEETING AGENDA 6:30 PM E-mail: [email protected] www.essexjunction.org Phone: (802) 878-6951 Due to the Covid -19 pandemic, this meeting will be held remotely. Available options to watch or join the meeting: • WATCH: the meeting will be live-streamed on Town Meeting TV. • JOIN ONLINE : Join Microsoft Teams Meeting. Depending on your browser, you may need to call in for audio (below). • JOIN CALLING: Join via conference call (audio only): (802) 377-3784 | Conference ID: 643 701 952# • PROVIDE FULL NAME: For minutes, please provide your full name whenever prompted. • CHAT DURING MEETING: Please use “Chat” to request to speak, only. Please do not use for comments. • RAISE YOUR HAND: Click on the hand in Teams to speak or use the “Chat” feature to request to speak. • MUTE YOUR MIC: When not speaking, please mute your microphone on your computer/phone. 1. CALL TO ORDER [6:30 PM] 2. AGENDA ADDITIONS/CHANGES 3. APPROVE AGENDA 4. PUBLIC TO BE HEARD a. Comments from Public on Items Not on Agenda 5. BUSINESS ITEMS a. *Conversation regarding separation from the Town of Essex with Village attorney’s office b. Work session on possible separation from the Town of Essex c. Discussion and potential action on letter from VTRANS re: Essex Junction Crosswalk Beacons – Lincoln/Central, Main/Pleasant, and Main/Church d. Discussion and potential action on refuse collection/public nuisance ordinance e. Consider approval of use of Economic Development funds for 1 Main Street Park 6. CONSENT ITEMS a. **Consider adoption of 2021 Local Emergency Management Plan Update b. Consider approval of Memorial Day Parade Committee request to decorate 2 Lincoln lawn for week of Memorial Day c. Consider approval of granting Champlain Valley Expo an amplified sound waiver for four, local, high school graduations d. Consider awarding 2021 Summer Paving bid e. Annual review of Ethics Policy f. Approve minutes: April 7, 2021; April 14, 2021 g. Check Warrants: #17246 – 4/9/21; #17247 - 4/16/21 7. READING FILE a. Board member comments b. Essex Junction Open Burning Ordinance c. Email from Susan McCormack re: Committee to get public outreach d. General Fund 9-year Budget Status Report for the Village e. Essex Community Justice Center Spring 2021 Newsletter f. Upcoming meeting schedule 8. EXECUTIVE SESSION a. *An executive session may be necessary to discuss legal matters b. **An executive session may be necessary to discuss security or emergency response measures 9. ADJOURN This agenda is available in alternative formats upon request. Meetings of the Trustees, like all programs and activities of the Village of Essex Junction, are accessible to people with disabilities. For information on accessibility or this agenda, call the Unified Manager's office at 878-6951. 4/23/2021 Certification: _______________________ _________________ Date Posted Initials Memorandum To: Board of Trustees; Evan Teich, Unified Manager Cc: Greg Duggan, Deputy Manager From: Marguerite Ladd, Assistant Manager Re: Exec session, legal services and discussion Date: April 21, 2021 Issue The issue is whether the Trustees enter into executive session to discuss confidential attorney- client communications made for the purpose of providing professional legal services to the body. Discussion In order to have a complete and thorough discussion about this topic, it would appear that an executive session would be necessary because the premature disclosure of the information may put the Trustees and the Village at a substantial disadvantage. Confidential attorney-client communications made for the purpose of providing professional legal services to the body can be a protected discussion. Cost N/A Recommendation If the Trustees wish to enter executive session, the following motions are recommended: Motion #1 “I move that the Trustees make the specific finding that general public knowledge of confidential attorney-client communications made for the purpose of providing professional legal services to the body would place the Village at a substantial disadvantage.” Motion #2 “I move that the Trustees enter into executive session to discuss confidential attorney-client communications made for the purpose of providing professional legal services to the body, pursuant to 1 V.S.A. § 313(a)(1)(F) to include the Village Attorney (and, if desired, Unified Manager and Assistant Manager).” Memo To: Village Trustees From: Brad Luck, Director, EJRP Date: April 20, 2021 Re: Separation and the Future of the Village “Expect change. Analyze the landscape. Take the opportunities. Don’t be the chess piece; be the player. It’s your move.” -Tony Robbins (slightly modified) What an exciting and rare opportunity this is: to imagine a new municipality! While merger was the most desired path forward, option #2 isn’t so bad. As several residents commented at your last meeting, many have taken a deep breath and are ready for our next steps forward. They are confident in your leadership. The work we are about to engage in is momentous. We should not take lightly these discussions and decisions. This is history in the making. We should appreciate the ambition of the work and timeline that is before us, with a clear understanding that this is a realistic and responsible path forward. Trustees Scope of Work The Trustees have five major bodies of work: 1. The Charter This is actually the most straightforward of all of the objectives, as the approval process is spelled out in statute. We are not creating a new document, but instead are amending the existing charter, so there is already a shell and structure from which to evaluate and build. Because you all have familiarity in this line of work from the recent drafting of a merged charter, this process should be able to move relatively quickly. 2. Organization & Budget We will need to identify the potential organizational structures and financials for the operations of an independent municipality. We will need to examine our internal operations and external relationships. 3. Work With Selectboard We will need to discuss with the Town of Essex Selectboard: a. Police services b. Assets c. Transition & timeline 4. Listen to Village Residents The Trustee work sessions will all be public, and residents will be able to weigh in on the charter, future organization, and process. Additionally, this is a prime time to hear Village resident feedback about what they like about the Village, how they envision the future, and what is most important or concerning to them in separation. More about this below. 5. Educate & Inform The Trustees will want to clearly communicate to the residents what a new municipality will look like, cost, and offer, so they can make an informed choice whether or not to support the charter. Goals At the 4/27 meeting, we will discuss and establish Trustee goals related to separation and the future of the Village. Budget (DRAFT) The following is a list of potential expenses, with reasonable estimates provided. Attorney consultation $5K-$20K Village Summit $5K Information booklet printing $5K Information booklet mailing $1K Special election $25K Miscellaneous $5K Total $46K-$61K Please see the memo from Sarah regarding potential sources of funding. Process We will utilize approximately the first hour of each regularly scheduled Trustee’s meeting as work sessions to tackle these objectives. The public will be given the opportunity to speak at the start of each work session, where they will be able to ask questions and/or provide comments and suggestions for the Trustees’ work. If the public has thoughts or questions afterward about what is discussed during a work session, they can either e-mail the board, or participate in the public to be heard at the start of the next work session. Looking at the full scope of work and timeline, it is suggested that the Trustees identify a ¾ to full-day work session between June 9 and June 21. We will be sending a Doodle poll to find a day and time that is desirable. Timeline May/June - Charter development & review June/July - Organization & budget; Selectboard conversation August - Hear findings from the Community Conversations and ensure alignment where appropriate; Review & finalize charter and documents; Prepare informational materials September/October - Village Summit; Public hearings; Vote warning November - Vote Next Work Session: May 11 Discuss charter process and timeline; identify charter plan. Community Conversations We have many community members who have energy and passion for the Village and our future. It is recommended that the Trustees provide funding to support a grassroots group of citizens to organize and lead community conversations. This group can focus on engaging the Village community in identifying our Village values and creating a vision of the future, and they can hear any concerns or challenges residents foresee with our future independent municipality. This group will operate autonomously of the Trustees or the municipality. The Heart & Soul of Essex group did similar work several years ago, but that was for the entirety of Essex. This will be focused on the Village only and will reflect the current climate of our governance discussion. This effort will be similar to current and former citizen-supported initiatives that have or have had municipal funding, like the Memorial Day Parade, Out & About, Block Party, Train Hop, Heart & Soul, etc. Ultimately, the Community Conversations group will share their findings with the Trustees. This should be done prior to the approval of the charter and endorsement of the plan moving forward so that the Trustees’ work is in alignment with, and accurately reflects and incorporates, the voices and values of the citizenry. This is not a committee of the Trustees or the municipality, and work of this group will not be directed by the board or staff.
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