Meeting Minutes : Select Board

Pittsford Select Board Meeting

September 19, 2012

The meeting was called to order at 6:30PM by Thomas “Hank” Pelkey, Chairman.


Select Board members present:  Joseph Gagnon, Thomas Hooker, Thomas “Hank” Pelkey, Allen Hitchcock, and Jane Cornell.

Also present:  Seth Hopkins, Lucia Suarez, Peg Armitage (6:45 PM), Allen Mills, Ann Rademacher, Derek Saari, Larry Booker, Atty. Jim Carroll (7:07 PM), John Haverstock and Kelly Giard, Recording Secretary.



The Select Board minutes from the September 5, 2012 meeting were signed with no corrections.



The orders in the amount of $392,285.92 and $10,411.62 (Payroll) were approved, with no discussion.



J. Haverstock reported on the following:

  • The paving on Mechanic Street will be funded by Water Project grant funds and will occur September 24.
  • The base coat of pavement on Arch Street and Pleasant Street has been placed.  The topcoat will be placed September 24.
  • The Water and Sewer Commission has received a proposal to replace the sewer line on Plains Road as compared to lining the pipe.  There is approximately a $32,000 difference.  USDA has authorized the pipe replacement and grant funding is available.
  • Depot Hill Road paving is complete and the highway department is finishing shoulder work.
  • Kendall Hill Road pavement has been ground and the paving is expected to begin on September 17.
  • The Haunted House will occur on October 19, 20, 26 and 27.  The prices will remain as last year.
  • The water system expansion project work will occur in the Spring of 2013.  The permitting, bids, etc. will occur over the winter months.
  • The Inter-Local agreement with Fire District #1 has been signed.  A. Hitchcock inquired if there was any information concerning the easements.  J. Haverstock indicated that Atty. Facey is working on the necessary easements.
  • The extended date for the Proctor water system abandonment is October 1, 2013.  The well-drilling loan documents are awaiting State approval.
  • Sullivan & Powers, external auditors, have conducted the audit during the week of September 10 and the audit went smoothly with some observations being made concerning the Highway Fund and General Fund surplus, about which a memo was included in the packets for review.  The reports will be coming in the near future.
  • The Harvest Fair will be held on September 29 and volunteers are being sought.
  • The Town Office will be closed on September 28 from noon – 2:00 PM for the Staff Appreciation Picnic, to which the Select Board members are invited.
  • Bears have been sighted at the Recreation Area.  Signs have been posted and residents are urged to be aware of their presence.



Derek Saari presented the Select Board with a document entitled Consumer Fraud Complaint against Reunion Power, et al.  Mr. Saari explained the document to the members of the Select Board.  The members were invited to review the document.


Ms. Rademacher requested that Pittsford “follow suit” with Clarendon with regard to advocating a moratorium on new wind tower projects.  T. Pelkey requested a copy of the Clarendon resolution for review and consideration.


Mr. Booker inquired if there was any matters pending regarding the Reunion Power Wind project.  T. Pelkey indicated that the Select Board is not aware of any pending issues. However, the Planning Commission is currently reviewing and proposed changes to the Town Plan.  A public meeting will be held on October 4.


Mr. Saari, Mr. Mills, Ms. Rademacher and Mr. Booker exited at 6:57 PM.



Update on Proctor Water Lawsuit:

J. Haverstock reported that the lawsuit will be reviewed by the Court system on September 26 as all of the “loose ends” have been resolved and it is expected that the judge will act on the $250,000 customer compensation fund.


Update on Water System Expansion Project:

J. Haverstock reported that the Zoning Board of Adjustment has granted a variance for the water pipeline from Route 7.  Atty. Facey is currently working on the necessary easements and Mark Youngstrom will be working on the permitting process and bidding process.


Update on Well-Drilling Loan Fund:

J. Haverstock reported that the loan documents have been drafted and are waiting for State approval.  There were originally ANR concerns about wetlands, Act 250 and archeological issues  There has been confirmation received that there will be no impact on wetlands.  The Act 250 and archeological impact information is expected soon.  Currently, there are 28 residents interested in the loan fund, which will allow for a loan of approximately $6,000 per homeowner.



Remarks from Casella re: Zero-Sort Recycling:

This item was tabled until a future meeting.



Execution of Letter Seeking Renewal of “Village” Designation:

J. Haverstock reported that the current “Village” designation will expire soon.  The Rutland Regional Planning Commission has certified the Planning Commission as having acceptable practices.  The letter was signed.


Peg Armitage indicated that Sally Eugair also worked very hard on the initial project and should be recognized.


Discussion of Clearlane Bid:

Motion by T. Hooker and seconded by J. Cornell to accept the bid as presented by Cargill for Clearlane for the coming winter at $79.75 per ton.  Motion passed unanimously 5 – 0.


Other Business:

J. Haverstock indicated that Chairman Pelkey has volunteered to be the Select Board representative to the Committee that will oversee the village sidewalk project.



J. Haverstock reported that there are Legal and Personnel Issues to be discussed in Executive Session.


T. Pelkey made a motion and seconded by A. Hitchcock to go into Executive Session for personnel and legal issues where premature knowledge would be damaging to the Town  at 7:07 PM.  The motion was passed unanimously 5 – 0.  J. Haverstock and Atty. Carroll were invited to stay for Executive Session.


In accordance with 1 VSA 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 7:07 PM.


Atty. Carroll exited Executive Session at 7:38 PM.


The Select Board exited Executive Session at 8:02 PM.


The Select Board instructed the Town Manager to retain the services of Atty. Jim Carroll of Middlebury to protect the Town’s interests relative to the Police/Fire Academy’s sewer allocation.


The meeting was adjourned at 8:03 PM.


The next meeting will be held on October 3, 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