Meeting Minutes : Select Board

Pittsford Select Board Meeting
October 4, 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 and Allen Hitchcock. Absent: Jane Cornell.
Also present: Emerson Frost, Jocelyn Frost, Ann Rademacher, Vanessa Mills-Holmquist, John Haverstock and Kelly Giard, Recording Secretary

The Select Board minutes from the September 19, 2012 meeting were signed, with no corrections.

The orders in the amount of $283,838.93 and $11,231.97 (Payroll) were approved, with the following discussion:
J. Gagnon inquired the expense of $5,953.82 to Adams Construction. J. Haverstock reported that this was the final bill for work done in the Town Clerk’s Office.
A. Hitchcock inquired about the expense to Home Depot for the carpet quote. J. Haverstock indicated that Home Depot charges to do the quote and, if awarded the work, the amount of the quote is credited.
J. Gagnon inquired about the expense of $4,101 for the Rec Summer Park tickets. J. Haverstock explained that this expense is for tickets to various amusement parks and the revenue is collected when the tickets are sold.

J. Haverstock reported on the following:
• Paving on Mechanic Street occurred during the week of September 24, and was funded with water project grant funding.
• The paving on Arch Street and Pleasant Streets occurred between September 24 and 26. This portion of the paving was funded with sewer project grant funds. Belden Construction will be replacing the sewer pipe on Plains Road with a larger diameter pipe during the week of October 9.
• The paving is done on Depot Hill Road and the Highway Department is finishing the shoulder work.
• The paving is complete on Kendall Hill Road.
• The Haunted House will be on October 19, 20, 26 and 27 to benefit the Pittsford Fire Department. The fire department will also be selling pink t-shirts to raise funds for Breast Cancer Awareness. There were 100 shirts donated to the cause.
• Atty. Facey is drafting the easements with relation to the water expansion project. The winter months will be used to obtain permits and bids required for the project, which is anticipated to occur in the spring.
• A horse in Florence has been determined to have contracted EEE before its death. There is information on this posted in various places for residents to read and be aware.
• There will be an open meeting of the mosquito district on October 4 at the Brandon Town Hall at 7:00 PM.

Vanessa Mills-Holmquist read a letter from Carol Geary to the Rutland Regional Planning Commission dated August 2012.

Update on Proctor Water Lawsuit:
J. Haverstock reported that the there has been an extension for the disconnection of Proctor’s out-of-district water customers. The extension has been granted from December, 2012 to October 1, 2013.

There may be some USDA loan/grant funds available to low income residents. Information is posted under the Proctor Water News page of the Town’s website.

There will be a certified letter sent to each out-of-district customers concerning the Superior Court’s approval of the settlement giving residents 30 days to return the documents to Court in order to receive their portion of the $250,000 allocation.

Update on Well-Drilling Loan Fund:
There was discussion concerning the residents who have already drilled wells and the eligibility and accessibility of the loan funds that is being offered from the State through the Town. J. Haverstock explained that all affected Pittsford residents are eligible to apply for the loan funding.

Update on Burditt Fund:
J. Haverstock reported that the allocation was previously discussed concerning the Otter Valley baseball field upgrade. The school’s Supervisory Union has requested that a new document be signed by both the Lothrop School Board and the Select Board.
J. Haverstock indicated that the $8,000, if allocated may be used for the baseball field and /or other fields that need be repair. There are other fundraising efforts that are on-going.

The Select Board members signed the document.

Consider Requesting RRPC’s Support for State-wide Wind Project Moratorium:
A resolution has been drafted in response to Clarendon’s call for wind project moratorium and is included in the packets for review. Motion by A. Hitchcock and seconded by T. Hooker to adopt the following moratorium:

“Resolved, that the Pittsford Select Board hereby endorses the Town of Clarendon’s call for the Rutland Regional Planning Commission to support a three-year moratorium on the issuance of any permits relating to the construction or operation of large-scale wind projects on Vermont’s ridgelines.

Resolved on this 3rd day of October 2012.

T. Hank Pelkey, Chair
Allen Hitchcock, Vice Chair
Joseph Gagnon
Thomas Hooker
Jane Cornell”

Motion passed unanimously 4 – 0 (J. Cornell absent). The resolution was signed.

Discussion of Post Audit Fund Transfers:
J. Haverstock indicated that there was a memo in the packets explaining the ideas that Chad Hewett has concerning the fund surpluses identified during the recent audit. The ideas are (a) to move a portion of the General Fund surplus of $94,000 to a Municipal Building Fund and (b) to move a portion of the Highway Fund surplus of $34,000 to the Highway Department’s Capital Reserve Fund.

There was discussion concerning the current balances in the existing funds. Following this discussion, it was decided to leave the Highway Fund as it stands.

Motion by T. Hooker and seconded by A. Hitchcock to move $10,000 from the General Fund FY11-12 surplus to the Municipal Building Fund. Motion passed unanimously
4 – 0.

Other Business:
None presented at this time.

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, and for contractual issues that may be jeopardized by public disclosure at 7:00 PM. The motion was passed unanimously 4 – 0. J. Haverstock and Chief Warfle 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 contractual at 7:00 PM.

Chief Warfle exited Executive Session at 7:21 PM.

The Select Board exited Executive Session at 8:06 PM, with no action taken.

The meeting was adjourned at 8:06 PM.

The next meeting will be held on October 17, 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