Meeting Minutes : Select Board

Town of Pittsford

Select Board Meeting

July 11, 2012


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, Thomas Hooker and Jane Cornell.


Also present:  Emerson Frost, Jocelyn Frost, Allen Mills, Bev Peterson, Ann Rademacher, Trish Lewis, Mike Gecha,  Helen McKinlay, Vanessa Mills-Holmquist, Chris Beitzel, Charles “Butch” Shaw, John Haverstock and Kelly Giard, Recording Secretary.



The Select Board minutes from the June 20, 2012 meeting were signed, with no changes.    The Select Board minutes from the June 27, 2012 Special Meeting were signed, with no changes.



The orders in the amount of $15,281.96 (General Fund FY ’12); $33,051.25 (General Fund FY ‘13) and $13,154.99 (Payroll) were approved, with the following discussion:


J. Gagnon indicated that the expense for $67 for an oil change for the police cruisers appeared to be high.  J. Haverstock reported that this expense included the oil change, antifreeze, and a state inspection.


J Gagnon inquired about the expense for a saw for the fire department.  T. Hooker indicated that this expense was for a new metal-cutting chainsaw for use within the department.



J. Haverstock reported on the following:

  • There will be a bond vote on July 31, 2012 from 7:00 AM – 7:00 PM for the purpose of adding Fire District #1, the Proctor/Pittsford Country Club, and 8 Corn Hill residences to the water system at a cost of $260,000, with some of the funding coming from grant funds.  There will be a separate ballot on authorizing the Town to access State loan funds to help Pittsford landowners being abandoned by the Proctor water system.
  • The sewer project is complete, with the exception of paving.  There will be a meeting with Mike Smith concerning the balance of the funds available.  The loan is anticipated to close on July 18.
  • The USDA has allowed the Town to use some remaining grant funds to pave Mechanic Street, once a price is received from Wilk Paving.  The balance of these funds will be used to purchase spare water meters and related parts and pieces.
  • There will be a Model T car tour through Town on July 17.
  • The Environmental Conservation has reported that the permit for the expansion of the Rowe Gravel Pit has been dismissed.
  • There is a firm deadline of July 13 for information to be included in the upcoming Newsletter.  This date is firm due to the need to get information to residents concerning the bond vote on July 31.
  • There has been interest from residents in joining of the Town’s Planning Commission.  This will be discussed further at the July 18 meeting.


T. Hooker inquired if the Plains Road portion was still considered for remaining sewer project funds.  J. Haverstock indicated that this will be discussed following the meeting to review the fund balances.



Butch Shaw explained that he has been researching the gravel pit permit applications.


Vanessa Mills-Holmquist inquired how much has been spent by Pittsford for legal fees regarding the wind project.  J. Haverstock indicated that these bills totaled approximately $1600, which was split with two other towns.


Bev Peterson inquired if Reunion Power was proposing to place a meteorological tower on the north end of the proposed site.  J. Haverstock indicated that Reunion has mentioned the idea.  However, the Town has not been approached about any plans to proceed.



Status Update on Joint Proposal to Connect to Town Water System and Discussion of Bond Vote Preparations:

J. Haverstock reported that Paul Giuliani has reviewed the ads and ballots for the upcoming bond vote.  There will be informational meetings held on July 24 at the Lothrop Gym (6:30 PM to discuss the water system expansion) and (8:00 PM to discuss the State loan fund access).


There was discussion concerning the “involuntary disconnection” definition for eligibility of Pittsford residents to borrow funds to drill wells because of Proctor water’s abandonment decision.



Execute Contract with External Auditors (Sullivan & Powers):

Motion by T. Hooker and seconded by A. Hitchcock to execute the contract with Sullivan & Powers with a minimal fee increase.  Motion passed unanimously 5 – 0.


Discussion Regarding the Setting of Tax Rates:

Helen McKinlay presented the following tax rate proposal to the Select Board for review:

Motion by T. Hooker and seconded by A. Hitchcock to approve the tax rate as presented.  Motion passed unanimously 5 – 0.


Rutland Regional Planning Commission:

Trish Lewis, the representative to the Rutland Regional Planning Commission, was present to give an update on Commission’s activities.  Currently, Ms. Lewis is serving on the Energy Subcommittee and the strategic Planning Committee.  The Rutland Regional Planning Commission believes that it is premature to take a stand on the proposed wind project.  A. Hitchcock recommended that the Regional Planning Commission address the issue of abandoned and neglected property.


Proposal by the Fire Department:

Butch Shaw was present to discuss the Capital Replacement Fund, which originated in 2000 and was updated in December, 2003.  Currently, the Fire Department would like to spec out and replace the 4-wheel drive utility vehicle with a “brush truck” for fighting brush fires.  Some of the features would include:  13,000 – 15,000 gross vehicle weight, automatic transmission, 4-wheel drive, slide-in firefighting unit, diesel fueled, 300 gallon water capacity, tools and aluminum body.  The proposal would be to replace the 1982 vehicle, which is a 4-wheel drive, gas-powered vehicle.  The Fire Department would like to authorize the Town Manager to sell the old vehicle on when the new vehicle is received.


There is adequate funding available and the entire fleet is paid for

The general consensus is to move forward with the search.



None presented at this time.



J. Haverstock reported that the General Fund revenue is at 102% of budget; General Fund expenses are at 95.7% of budget (with a few more bills to be paid in the 2012 fiscal year).  The Highway Fund revenue is at 109% of budget; Highway Fund expenses are at 105.4% of budget.



J. Haverstock reported that there are Personnel Issues to be discussed in Executive Session.  A. Hitchcock added that he wanted to discuss a legal matter.


T. Pelkey made a motion and seconded by T. Hooker to go into Executive Session for personnel and legal issues where premature knowledge would be damaging to the Town  at 7:09 PM.  The motion was passed unanimously.  J. Haverstock and Donna Wilson were invited to stay for 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 personnel and legal at 7:40 PM.


The Select Board exited Executive Session at 7:29 PM.


Motion by T. Hooker and seconded by A. Hitchcock to appoint Donna Wilson as Lister, to serve until Town Meeting in March.  Motion passed unanimously 5 – 0.

The meeting was adjourned at 7:31 PM.


The next meeting will be held on July 18, 2012.



Respectfully Submitted,


Kelly Giard, Recording Secretary


Thomas “Hank” Pelkey, Chairman


Allen Hitchcock, Vice Chairman


           W. Joseph Gagnon, Selectman


           Jane Cornell, Selectman


               Thomas Hooker, Selectman