The meeting was called to order at 6:30PM by Thomas “Hank” Pelkey, Chairman.
Select Board members present: Joseph Gagnon, Thomas “Hank” Pelkey, Allen Hitchcock, David Markowski, and Thomas Hooker.
Also present: Bruce Paynter, Wayne Newton, Butch Shaw, Mike Warfle, Jack Rogers, Linda Weeden (6:39 PM), John Weeden (6:39 PM), David Chapman, Bill Hemple, (6:58), John Haverstock and Kelly Giard, Recording Secretary
MINUTES
The minutes from the May 6, 2009 meeting were reviewed and signed with a minor correction.
ORDERS
The orders of May 20, 2009 in the amount of $17,669.31 and $8,273.99 were approved and signed following discussion as stated below:
A. Hitchcock inquired about the purchase of cemetery flag markers. T. Hooker explained that the purchase was for cemetery flag holders for the Hose Company for Memorial Day and the Town will be reimbursed.
TOWN MANAGER’S REPORT
J. Haverstock reported on the following:
- Information has been received that the Town was successful with the Transportation Enhancement Grant application, totaling $176,000, with conditions which will be specified after an inspection by a committee member in July 2009.
- The use of engine brakes on Route 7 has been discussed with AOT and there is no way that signage can be posted.
- Memorial Day will be observed on Monday, May 25, 2009. The Town Offices will be closed and there will be a parade at 12:30 PM.
- OMYA made a contribution toward the cost of flags and metal supports for the veterans in the local cemeteries. The Fire Department and the American Legion also were thanked for their assistance in this project.
- J. Haverstock reported that he met with Ethan Swift from the State of Vermont, as well as Randy Adams and Joe Pomykala at the Recreation Area to examine erosion at stream banks. There was discussion and an e-mail is expected from Mr. Swift to discuss the erosion issues and possible resolution. Mr. Swift also expressed concern of the narrowing of the brook near the abutments at the bridge.
- The Water System Bond vote passed 136-89.
PUBLIC COMMENT
None presented at this time.
OLD BUSINESS
Complaint of Barking Dogs:
J. Haverstock reported that complaints have been received in the Keough Hill neighborhood about Wayne Newton’s dogs. The neighbors were also invited and were not present. J. Haverstock reported that he has been in contact with Butch Spaulding, who indicated that Mr. Newton is making an honest effort to control the situation. Constable Warfle reported that he has been in contact with Mr. Newton on various occasions and believes that Mr. Newton is doing the best he can to control the dogs. Constable Warfle has been in contact with the neighbors and there are no complaints from the neighbors in the immediate vicinity and Mr. Newton is in compliance with the parameters that were set at the initial dog hearing. The dogs are hitched and there are bark collars for the dogs. T. Pelkey inquired if there were any formal complaints that would indicate a need for another dog hearing. The letters of concern were included in the packets that were distributed. T. Pelkey indicated that there would be no need for another hearing at this point. Mr. Newton indicated that he has spoken with the immediate neighbors and they indicate no issues. Mr. Newton did indicate that he had recently used a house-sitter and one of his dogs had chewed the collar and ruined it, which may be the situation that the neighbors are concerned with. Mr. Newton indicated that he has been in contact with his neighbors to be sure that everything is stable.
Mr. Newton and Constable Warfle exited at 6:42 PM.
Fire Truck Bids and Execution of Fire Truck Purchase Contract:
Mr. Shaw gave a history of the efforts to purchase a new fire truck. Mr. Shaw indicated that there is a mandated cost of $12,000 for a “black box” and at the end of 2010, there will be a mandated cost of $22,000 emissions related cost. Mr. Shaw indicated that there were various interviews conducted with other departments with similar trucks. The bid package was sent to 4 manufacturers; only 2 completed bids were received. The bids were opened on May 4, 2009. Lakes Region Fire Apparatus and KME Fire Apparatus returned bids. Lakes Region bid was for $345,048 and KME was for $346,189. Following negotiations, KME will also offer a discount after a $250,000 deposit is received, with the balance due upon receipt and inspection of the vehicle. The KME price was drooped to $344,872. A cost performance bond was included in the process, to protect the money to be spent.
The Fire Officers recommend that the Town of Pittsford enter into an agreement with KME Fire Apparatus in the amount not to exceed $344,000.
J. Gagnon inquired what the replacement fund amount currently holds. Mr. Shaw stated that there is $282,617 in the fund with another $62,500 due on July 1.
J. Haverstock inquired if the proposal was to pay the entire purchase amount in “cash”. Mr. Shaw indicated that the officers recommend the deposit of $250,000 and the bond would cost $1,740. T. Hooker explained that there would be a savings of roughly $9,000 in interest fees by paying the entire amount from the Replacement Fund.
D. Markowski inquired whether the upcoming purchase would “wipe out” the fund. Mr. Shaw indicated that the next capital expense would be in 2021.
Motion by D. Markowski and seconded by J. Gagnon for the Town of Pittsford to enter into contract with KME Fire Apparatus of Jericho, VT for the purchase of a new fire engine not to exceed $344,000 with a $250,000 down payment with the balance due upon delivery. J. Gagnon inquired the delivery time. Mr. Shaw stated 280 – 300 days. Motion passed 4-0. T. Hooker recused himself from the vote.
Potential Purchase of Utility Pick-Up Truck:
J. Haverstock presented quotes received from G. Stone Motors and Alderman’s Chevrolet for review. S. Erickson expressed preference for a utility vehicle and not the simple pick-up truck with a crew cab and various reasons were presented. T. Pelkey would like for this item to be tabled until the next meeting. A. Hitchcock would like information as to where the personal vehicle mileage usage is being reported. J. Haverstock will research this concern and report back at the next meeting. J. Haverstock reported that there is research occurring on the Vehicle Replacement Fund. J. Gagnon inquired what the amount in the Replacement Fund totals. J. Haverstock reported that there is roughly $700,000, which is largely “ear-marked” for Highway use.
Review of Bids for Highway Garage Office Enlargement Project:
J. Haverstock reported that 4 bids were received for the project. The Miner Construction bid, in the amount of $19.350, does not include the interior window. J. Gagnon inquired if the electrical was included in any of the bids. J. Haverstock indicated that electrical was not included in the request. There was discussion concerning the electrical work to be done and cost to be incurred. D. Markowski indicated that the electrical could go to bid with local contractors. J. Gagnon indicated that he would like to see the total price for the entire project, which would include the electrical portion.
Motion by D. Markowski and seconded by A. Hitchcock to award the Highway Garage Office Enlargement Project bid to Smalley Contractors of Rutland, VT in the amount of $19,500. T. Hooker indicated that J. Haverstock has authorization to make purchases of up to $5,000 and could make the decision on the electrical contractor. L. Weeden inquired if there was any electrical included in the walk-through. J. Haverstock indicated that the electrical was not included. J. Haverstock will be in contact with local electrical contractors to review the project and present a bid. C. Shaw indicated that the longest part of the project may be to have a State inspector’s approval as there is not an inspector readily available in the Rutland County area. Motion passed 3-2, with J. Gagnon and A. Hitchcock opposed.
C. Shaw and B. Hemple exited at 7:15 PM.
Water & Sewer Commission Update:
T. Pelkey expressed thanks to the entire Water and Sewer Commission for their hard work that was put into the bond vote passing.
D. Markowski updated the Board on the following issues from recent Water & Sewer Commission activities:
- Thank you to the folks that voted and the folks that attended the public meetings with regard to the bond vote and to the Commission for their hard work. Mr. Markowski indicated that the present Commission is very knowledgeable and has learned a lot through the process.
- The Commission met on May 19 with the engineer from Weston & Sampson with regard to the Sewer project. Mark Youngstrom from Otter Creek Engineering was also in attendance at this meeting with regard to the Water Project.
- Mr. Markowski explained the funding packages that have been applied for – both include stimulus money. The funding sources both have funds available for Pittsford.
- The Commission will be meeting on June 9 at 6:00 PM to review the plans for the water project. There is a set of plans available in the Town Office for review.
- The documents are being prepared for the July 1 bid process with return at the end of July to mid-August. This is a 2 construction season project as there is 25,000’ of pipe to be installed and connected.
- A. Hitchcock felt that the current Commission has made some extensive progress and felt very fortunate that there was stimulus funding available for the water project.
- D. Markowski and A. Hitchcock invited any one to contact Commission members with any questions or concerns.
- A. Hitchcock reported that there was a question raised as to why the water is being done before the sewer. Mr. Hitchcock explained that the water project was further along in the engineering and the funding was available, which is why the Commission has moved along with the water project.
- The Wastewater Treatment Facility is in need of some work – the Chlorine Contact Chamber needs to be modified, the sludge handling needs to be updated due to State mandates. Mr. Hitchcock explained that there is a high water content in the sludge that is being shipped to Rutland.
- There have been some infiltration studies being done, which includes TV camera imaging, manhole inspections and “smoke” testing to occur in July or August. Mr. Hitchcock explained the process of the “smoke” testing. This testing is entirely weather dependent and needs to be done in dry conditions.
- There will be an engineering project packet to be presented, which will be sent for bids, then financing and construction will occur.
- D. Markowski explained that the projects are maintenance upgrades and there was historically no maintenance done.
A. Hitchcock explained that there will be new sewer mains installed on Mechanic Street due to the street being under construction for the water project.
NEW BUSINESS
FY ’09 Budget Review:
J. Haverstock reported that General Fund revenues are at 75% of budget; expenses are at 89% of budget. The Highway Fund is at 145% of budgeted revenues; Expenses are at 129% of budget.
Consideration of Lister Candidate:
J. Haverstock reported that he has been in communication with Proctor with regard to their Lister status. This was referred to Executive Session.
Issuance of Citation for Violation of Junk Ordinance:
Amy Loomis submitted a letter that was included in the packet for review. This was referred to Executive Session.
OTHER BUSINESS
J. Haverstock has been made aware of high speed truck traffic on Route 3. This situation has been referred to the Constable.
Chet Cooper from Terounzo Road has inquired if a street light could be installed near his residence. There was discussion regarding this situation and it was the general feeling that this practice would stimulate other requests of the same nature on other streets/roads in Town. D. Markowski requested information as to whether there are any lights outside of the village that are paid by the Town. J. Haverstock will research and report at a future meeting.
J. Gagnon indicated that the Highway Department has done a nice job on the Long Trail Road and Sangamon Road with the ditching and clean-up.
T. Hooker indicated that he has received complaints with the trees overhanging in the road near the area of the salvage yard. J. Haverstock will mention this to the Highway Department.
J. Gagnon inquired about Baird Morgan’s concerns with pedestrians on Elm Street walking on both sides of the road. J. Haverstock reported that he has spoken with Shawn Erickson regarding this and there is not much that can be done as there is a statute requiring pedestrians to walk against traffic.
EXECUTIVE SESSION
T. Hooker made a motion and seconded by D. Markowski to go into Executive Session for Legal, Contractual, and Personnel at 7:38 PM. A. Hitchcock seconded the motion. The motion was unanimously passed. J. Haverstock, D. Chapman, and J. Rogers were invited to stay.
In accordance with 1VSA 312 (b), where premature general public knowledge would clearly place the Municipality or person involved at a substantial disadvantage, the Board unanimously agreed to enter into Executive Session for the purpose of Legal, Contractual, and Personnel at 7:38 PM.
The Select Board came out of Executive Session at 8:27 PM with the following action being taken:
T. Hooker made a motion to appoint David Chapman as Lister until the next Town Meeting. Seconded by D. Markowski. The motion was carried 5 to 0.
A. Hitchcock made a motion to fine Carmella Carter in violation of the Town’s Junk Ordinance and to instruct the Town Manager to work with the Constable and Zoning Enforcement Officer to identify and prosecute other violators of this ordinance. D. Markowski seconded the motion. The motion was carried 5 to 0.
The meeting was adjourned at 8:29PM.
The next meeting will be held on June 3, 2009.
Respectfully Submitted,
Kelly Giard, Recording Secretary
Thomas “Hank” Pelkey, Chair
Allen Hitchcock, Vice-Chair
W. Joseph Gagnon, Selectman
David Markowski, Selectman
Thomas Hooker, Selectman