Meeting Date: August 18, 2025
5:00 PM, Warwick Town Hall
1. Meeting called to order by Bob Croke at 5:07 PM
2. Commission Members: Bob Croke, Vern Bass, Todd Dexter.
Others in attendance: Superintendent Matt Dorgan, Selectman and Highway Liaison Alan Genovese and Bruce Kilhart.
3. Announcements and Introductions: None
4. August 4, 2025 Meeting Minutes:
Members reviewed prior meeting minutes, no revisions or omissions were made.
Bob made a MOTION to ACCEPT the minutes as read, Vern SECONDED. Motion CARRIED 3-0-0
Discussions and reports:
A. Budget/Grant Updates:
Bob noted last meeting’s discussion regarding the actual budget. Payroll discussion with Tracy regarding paystub detail and vacation tracking will continue. A more detailed spreadsheet and Grant updates will be provided by Tracy for the September 15th meeting.
B. Pay Scales:
Todd brought up the fact Matt had asked a few months ago about a possible pay raise for Kyle. There is a spread between the two employees with matching job descriptions and Matt feels it needs to be corrected. Todd wants to review the current salaries, overall budgetary limits and if it can be supported. It was also noted that Tracy’s administrative roll is under the overall pay rate of like rolls in town. This was tabled until the next meeting for further discussion.
C. Job Descriptions:
The Commission had a discussion on personal files. Current job descriptions for each employee, including the Superintendent, need to be kept in each employee’s personal file. Matt has files at his office but the job descriptions need to be added. Alan will check with Town Coordinator David Young to obtain copies. The discussion on the best place for personal records to be kept came up. The Treasurer’s office at Town Hall is the best place for records to be secured. The job descriptions will be reviewed at a future meeting.
D. New/Used Truck:
Matt reported that he had located a used truck at the used equipment dealer in Vermont. The truck was in good operating shape but the frame was bad and it had a standard transmission. He passed on this and will keep looking.
Todd questioned the height and size of the truck at the last meeting. The existing bays in the old garage are too low. Vern had suggested a new bay be opened up on the West side of the main building. This will allow for a taller garage door and utilize the available space. Matt has checked on this, he said it would be possible to install a door and there would not be any structural issues.
Todd had also asked how the used truck would be funded. Bob will reach out to Coordinator David Young, he said $106.000.00 has been appropriated. Alan said the Select board has already approved the funds.
E. Citizen Letter/ Plan for Correction:
Bob did not have a copy of the letter. He will reach out to Tracy for an update and a copy for the next meeting.
7. Unanticipated business:
Matt’s Updates:
A. Flower Hill Road Paving:
Matt stated that Warner Brothers Paving will be doing the job. 2254.25 tons of asphalt at $96.50 ton, $217,565.04 which will provide a 2” overlay. 1207.8 gallons of tack at $6.00 gallon, $7246.80. Job total will be $232,058.64. Paving is slated to begin on September 4th.
Bob made a MOTION to Appropriate from Chapter 90 funds, the sum of $232,058.64 for resurfacing Flower Hill Road. Vern SECONDED, motion CARRIED 3-0-0
B. Athol Road Culvert Update:
Matt said the guardrails are up, sod and topsoil in place and seeded. The job is complete at both sites. Well done!
C. General report:
– Matt said they have filled in the sink holes on lower Wendell Road. He has been using small stone along with asphalt patch.
– Matt said Rt. 78 will be closed from Hockanum Road to the Orange town line August 26-28th for tree work. Northern Tree will be removing four dangerous trees for National Grid. He picked up two digital signs to be posted at each end of the road for advance notice.
– Picked up piles of debris along some of the dirt roads, graded Old Winchester Road. Wash boarded areas were scraped down with the loader.
– Matt said Tom Walker, Superintendent from Northfield is willing to let Warwick use their roadside mower when they complete their work this fall.
– Supervisor in Charge:
Follow up to a citizens concern from the 7/21, Dawn Magi who was in attendance questioned who would be in charge in the absence of the Superintendent.
Matt reported that Kyle will be in charge when he is on vacation or away from town.
– Bob asked about culvert mapping. The state has a crew in town setting the GPS locations right now. Matt will check on results sharing for his department records.
– Fire Truck Turnover:
Matt is ready to start flushing culverts. He will speak with Mike Mankowsky about setting some dates and times. Todd is working with the Select boad to start the transfer of the truck to highway.
8. Citizen’s Concerns and suggestions for future agenda items:
Bruce questioned the guardrails at the Athol Road culvert replacements. He asked if the end treatments should be the high impact treatments. He also questioned the contract posts in one of the openings. Matt said the end treatments that are installed meet the DOT regulations. He installed the concrete posts in an opening that was not covered by guardrail. Bruce thought it should be covered with actual guardrails. Bob asked Matt to get a cost on extending the new rails.
6. Adjourn new meeting date. Next meeting will be September 15, 2025, 5:00 PM at the Town Hall. Bob made the MOTION to Adjourn, Vern SECONDED, CARRIED 3-0-0
Adjourned at 6:25 PM
Respectfully Submitted,
Todd Dexter
Commission Member
Documents consulted at this meeting:
Warwick Highway Commission Meeting Minutes August 4, 2025- Rough Draft
Highway Meeting Notice & Agenda Monday August 18, 2025
Flower Hill Road Bid Paving Costs