February 3, 2010
The meeting was called to order at 6:30PM by Thomas “Hank” Pelkey, Chairman.
Select Board members present: Thomas “Hank” Pelkey, Joseph Gagnon, Allen Hitchcock, and Thomas Hooker. Absent: Margaret “Peg” Flory. Also present: Anita Paynter, Linda Weeden, Tom Carrara, Monica Erhart, Jean Parker, Helen McKinlay, Denise Mahoney, Rick Brigham, Lee Kahrs, Steven Eisenberg, Andy D’Amico, Andrew D’Amico, Marion Trieste, Linda Drummond, Rob Howland, John Haverstock and Kelly Giard, Recording Secretary
MINUTES
The minutes from the January 20, 2010 meeting were reviewed and signed with no corrections.
ORDERS
The orders of $127,210.21 (General Fund) and $8,965.15 (Payroll) were approved and signed following discussion as stated below:
J. Gagnon noted that there was a purchase of tires for a truck in the highway department. J. Gagnon indicated that there had been discussion in the past requesting that quotes are received to be sure that the best price is being given. J. Haverstock indicated that there were no written quotes received, however, it is believed that Shawn Erickson is seeking quotes. There was discussion that documentation for such purchases will be provided in the future.
J. Gagnon inquired whether the new fire truck is paid in full. J. Haverstock indicated that the fire truck was delivered on February 3, and the final payment was given to the Sales Representative. J. Gagnon inquired if there was a need to finance any portion of this purchase. J. Haverstock and T. Hooker indicated that there was no funding required, and there was a small amount remaining in the replacement fund account.
TOWN MANAGER’S REPORT
J. Haverstock reported on the following:
- Markowski Excavating has completed the cross country connection, prior to their winter shutdown. The boring under Otter Creek will be attempted in the next week or so, weather depending. Residents are reminded to contact Meter & Backflow Services for the installation of their water meters.
- Transfer Station Attendant Charlie Rivers was recently recognized in his hometown of Brandon for 50 years of service as a volunteer firefighter. The State Legislature also recognized this accomplishment. Charlie will be celebrating his 50 years of employment with the Town of Pittsford in November, 2012.
- There are demonstration bags at the Transfer Station indicating the size of the 33-gallon bag, which is the maximum allowed for a $2.00 charge. These bags are on display at the Attendant’s Booth and the Compactor Station. Prices will be adjusted at the Attendant’s Booth for larger bags.
- Union Contract negotiations have begun.
- The Winter Town newsletter has been sent out. Thank you to Linda Drummond for her work on this project.
- The Town Report has gone to the printer and the lay-out has been approved. There will be a dedication ceremony to be held in the near future. Linda Drummond played a key role in organizing this project.
- Brad Thomas performed a heat loss evaluation recently. A report will be coming in the near future. Thank you to Dan Adams for funding this effort.
- The Department Heads have been asked to report on “surplus” or “scrap” tools and equipment so these items can be sold on govdeals.com.
- The Town reports that the Rutland Superior Court has dismissed the lawsuit brought by Bruce & Anita Paynter against the Town regarding the initial ruling by the Zoning Board of Adjustment in which taping was prohibited. This meeting was continued the following day and taping occurred. The Select Board determined that taping of the public meetings may occur.
- The Pittsford Proctor Food Drive Challenge has been announced. There is a challenge between the two towns, to be kicked off at Town Meeting. This challenge runs through the month of April and is part of the Feinstein Challenge. J. Haverstock explained this challenge.
- The new pumper truck was received at the Fire Department.
- The Town Offices will be closed on February 15, 2010 in observance of President’s Day.
PUBLIC COMMENT
T. Carrara inquired if the Town purchased a grader from the Town of Killington. J. Haverstock reported that this grader was traded in toward a new grader by Killington. Shawn Erickson is in contact with the dealer that sold the new grader to inquire about a cost for the old one. T. Carrara inquired if there was any knowledge of the usage hours on the current grader. J. Haverstock indicated that he will obtain this information and report back. J. Gagnon indicated that there is more discussion needed before any purchase is made.
T. Carrara inquired if a new tandem truck has been ordered. J. Haverstock indicated that there will be a bid process and the bids will be going out soon to various manufacturers and distributors. There will be separate bids for the cab/chassis and for the body.
T. Carrara inquired if a chipper has been purchased. J. Haverstock indicated that there was no purchase made. T. Carrara indicated that he knows of someone who may be interested in renting a chipper to the Town. T. Pelkey advised T. Carrara to forward this information to the Town Manager during regular business hours.
OLD BUSINESS
Update on Timber Sales:
J. Haverstock reported that the project is continuing on the Nickwackett 2 sale. J. Haverstock reported that TJ Turner has signed a contract with regard to the Caverly sale and a deposit has been provided. Mr. Turner will be working on this parcel sometime over the next 15 months, market dependent.
Discussion of Garage Project
J. Haverstock indicated that there is a proposal included in the packets for review. There was discussion that possibly changing the proposed size of 1 door to be a larger door than the door included in the proposal. L. Weeden inquired how long the current quote was valid. J. Haverstock indicated that he did not know, but would report back.
T. Hooker inquired if the project was at the permit stage. J. Haverstock indicated that he has spoken with Amy Loomis, Zoning Administrator, and the set-backs are all met and the permit process can begin. J. Haverstock will continue working on the bid process and advertise this project.
T. Carrara inquired about the status of the proposed pole barns that were initially to be located at the Transfer Station. J. Haverstock reported that this project falls in the flood plain and that work has not proceeded.
NEW BUSINESS:
Presentation of Audit Findings:
Rick Brigham was present, representing Sullivan & Powers, the Certified Public Accountants for the Town. Mr. Brigham presented the final management letters for review.
Mr. Brigham discussed various aspects of the audit. The highlights include:
- No new accounting policies adopted by the Town that affected the Financial Statements.
- The legal fees for the Zoning Board of Adjustment and Planning were over budget by roughly $23,000.
- The waste removal costs at the Transfer Station were lower, as were revenues.
- The medical insurance premiums were lower than budgeted.
- The Highway Department grant revenue and expenses were over budget by a similar amount, resulting from a timing issue.
- The Sewer budget is in deficit. There was discussion concerning the current and possible upcoming projects, that may affect the rates to consumers.
- No material weaknesses were noted.
- The deficiencies indicated include:
- Adjustment corrections for closing of the books
- Avoid over billing when setting the tax rate.
- A back tax/penalty bill from the IRS was researched – recommend monthly reconciliation
- Accruals reviewed by a second person, preferably one that does not enter the accounts payables.
- Recommendation of implementing a Fraud Risk Assessment. Mr. Brigham indicated that he has members of his team that are available to assist with this. T. Carrara asked for clarification of the IRS bill. Mr. Brigham explained that this issue involved roughly $3,000.
J. Haverstock indicated that there is a section in the Town Report that will have information regarding the audit, such as the comparison of the last financial statement to the current statement.
Mr. Brigham, Jean Parker, Denise Mahoney, and Helen McKinlay exited at 7:15 PM.
Introduction to Reunion Power:
J. Haverstock introduced Steve Eisenberg and associates from Reunion Power. Reunion Power purchased the Grandpa’s Knob wind power project from Noble Energy.
Mr. Eisenberg presented a hand-out to the members for review. This hand-out explained the company and its power projects. Mr. Eisenberg explained the various steps that are necessary for the Grandpa’s Knob project to be completed.
Mr. Eisenberg explained that there would be some testing to occur in 2010 at the Grandpa’s Knob location. Currently, there is a portion of the permitting and testing for this project which was completed by Noble Energy, which is making this transition easier for Reunion Power.
Mr. Eisenberg indicated that Reunion Power will be meeting with the four affected towns and the company is willing to have meetings with the general public in these towns to answer questions that may arise from the general communities. T. Pelkey indicated that it will be good for Reunion Power to host these public meetings for the community input.
Mr. Eisenberg indicated that there have been past communications with the FAA and the Grandpa’s Knob project is not in any flight path.
T. Carrara inquired if the power would be sold. Mr. Eisenberg indicated that this power would be sold to organizations such as CVPS. T. Carrara inquired how many towers would be installed. Mr. Eisenberg indicated that there would be roughly 20 machines, however, this number will be determined when the testing is completed. J. Haverstock inquired what the lay-out would be. Mr. Eisenberg indicated that this is also dependent on the testing.
Associates from Reunion Power, Rob Howland and Lee Kahrs exited at 7:45 PM.
Presentation on Wildlife Corridors and “Staying Connected” Project in the Region:
J. Haverstock introduced M. Erhart who is associated with the Wildlife Corridors and the “Staying Connected” initiative in the area.
Ms. Erhart explained the various wildlife corridors that run from the Green Mountains to the Adirondacks.
Ms. Erhart explained that the State receives roughly $400 million annually from wildlife recreation.
Ms. Erhart explained that there is currently a “tracker” out testing to see what animals are roaming and testing and confirming computer models on animal migration. There is also work occurring with VTRANS to protect the animals crossing the busy highways.
Ms. Erhart would like any community input as to what animals are seen on various properties. There was a map shown that had been done in the Town of Tinmouth and various animals were indicated.
A recommendation was made to have Ms. Erhart be in communication with the Planning Commission to discuss this project in conjunction with the Town Plan and possibly hosting a Community Forum for any input from the community.
There will be a notice included in the next newsletter asking for residents to reply with any interest or input to this project.
Ms. Erhart exited at 8:23 PM.
Liquor Board:
Recess the Select Board at 8:31 PM to act as the Liquor Board.
Reconvene as the Select Board at 8:23 PM.
OTHER BUSINESS:
None indicated at this time.
EXECUTIVE SESSION
J. Haverstock reported that there are legal issues pending litigation updates involving the town contractual issues and Legal issues.
T. Hooker made a motion and seconded by A. Hitchcock to go into Executive Session for legal issues where premature knowledge would be damaging to the town, and contractual issues that may be jeopardized by public disclosure at 8:34 PM. The motion was unanimously passed. J. Haverstock was invited to stay for the entire Executive Session.
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 and Contractual at 8:34 PM.
The Select Board came out of executive session at 9:15 PM with no action taken. Meeting adjourned at 9:15 PM.
The next meeting will be held on February 17, 2010.
Respectfully Submitted,
Kelly Giard, Recording Secretary
Thomas “Hank” Pelkey, Chairman
Allen Hitchcock, Vice Chairman
W. Joseph Gagnon, Selectman
Thomas Hooker, Selectman
Margaret “Peg” Flory, Selectman – ABSENT